Download User Manual for Exchange Visitor Program Sponsor Users

User Manual for Exchange Visitor
Program Sponsor Users (RO/ARO)
of SEVIS Version 6.8: Volume II
Form DS-2019
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Revision History
The following is a summary of the revisions to this manual for release 6.8:
• All references to the Aviation category have been removed from this manual.
• Section 2.5.2, Complete Page 1 of the Forms DS-2019—Personal Information:
o Additional fields have been added for Secondary School Students and Au Pairs
• Section 2.7.1.5, Extension Beyond Maximum Duration of Participation Request (EV in
Active Status)
o Extension beyond maximum duration requests may be submitted for exchange
visitors in the Specialist category
o Extension beyond maximum duration requests may not be submitted for exchange
visitors in the Student Intern category
• Section 2.7.2.1, Edit Biographical Information and U.S. Address (EV in Active Status)
o Additional fields have been added for Secondary School Students and Au Pairs
• Section 2.8.1, Correct Minor or Technical Infraction (EV in Inactive Status)
o Users may print a copy of the Form DS-2019 immediately following submission
of the Correct Minor or Technical Infraction in SEVIS
• Section 2.9.1, Transfer—Exchange Visitor Personal Information and U.S. Address
o Additional fields have been added for Secondary School Students and Au Pairs
• Section 2.9.6, Transfer—No Show (new section)
o When an exchange visitor is in Transferred status, at the transfer-in program,
users may change the status of exchange visitor and associated spouse/dependents
to NO Show status.
• Attachment B—DoS Maximum and Minimum Duration of Participation Rules
o The matrix has been updated to show that an exchange visitor in the Specialist
category may submit an extension request, and Student Interns may not.
A
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
TABLE OF CONTENTS
1. INTRODUCTION ......................................................................................................... 1
1.1 Resources ..........................................................................................................................1
1.2 Purpose of SEVIS .............................................................................................................2
1.3 Privacy Act Considerations...............................................................................................3
1.4 Security Reminder.............................................................................................................3
1.5 Acronyms and Abbreviations............................................................................................4
1.6 Disclaimer .........................................................................................................................4
2. DESCRIPTION OF SYSTEM FUNCTIONS ................................................................ 4
2.1 Overview of Screen Components .....................................................................................4
2.1.1 SEVIS Screen Components .....................................................................................5
2.1.2 Additional SEVIS Screen Components ...................................................................6
2.1.3 Online Help Functions .............................................................................................6
2.1.3.1 Online Help Table of Contents ....................................................................7
2.1.3.2 Online Help Index ........................................................................................7
2.1.3.3 Search Online Help ......................................................................................7
2.1.3.4 Show/Hide Left Panel ..................................................................................8
2.1.3.5 Jumps ...........................................................................................................8
2.1.3.6 Close Online Help ........................................................................................8
2.1.4 Print Online Help Topics .........................................................................................8
2.1.5 Tutorial ....................................................................................................................9
2.2 Accessing SEVIS ..............................................................................................................9
2.2.1 Guidelines for Passwords ......................................................................................11
2.2.1.1 Change Password Every 90 Days ..............................................................12
2.2.1.2 Change Password Voluntarily ...................................................................13
2.2.1.3 Request Password Reset ............................................................................13
2.2.1.4 Request Password Reset for ARO .............................................................14
2.2.2 Additional Information About the SEVIS Login Screen.......................................15
2.2.3 Log Into SEVIS .....................................................................................................15
2.2.4 Log Out of SEVIS .................................................................................................17
2.3 Exchange Visitor Search .................................................................................................17
2.4 Exchange Visitor Lists ....................................................................................................24
2.5 Create an Exchange Visitor Form DS-2019 ...................................................................28
2.5.1 Complete Page 1 of the Form DS-2019—Personal Information ...........................28
2.5.2 Complete Page 2 of the Form DS-2019—Site of Activity ....................................36
2.5.2.1 Change Primary Site of Activity (EV in Draft Status) ..............................40
2.5.2.2 Edit Site of Activity (EV in Draft Status) ..................................................40
2.5.2.3 Delete Site of Activity (EV in Draft Status) ..............................................40
2.5.3 Complete Page 3 of the Form DS-2019—Dependent Information .......................41
2.5.3.1 Edit Dependent Data (EV in Draft Status).................................................46
2.5.3.2 Delete Dependent (EV in Draft Status) .....................................................46
2.5.4 Complete Page 4 of the Form DS-2019—Financial Information ..........................46
i
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.5.5 Submit the Form DS-2019 .....................................................................................50
2.5.6 Print a Draft or Final Form DS-2019.....................................................................50
2.5.7 Signature on SEVIS Form DS-2019 ......................................................................52
2.5.8 Reprint a Form DS-2019 .......................................................................................52
2.6 Exchange Visitor Information Screen—Initial Status ....................................................54
2.6.1 Actions Menu—EV in Initial Status ......................................................................56
2.6.1.1 Amend Program (EV in Initial Status) ......................................................56
2.6.1.2 Cancel Exchange Visitor (EV in Initial Status) .........................................56
2.6.1.3 Set EV’s Status to No Show (EV in Initial Status) ....................................57
2.6.1.4 Reprint Form DS-2019 (EV in Initial Status) ............................................58
2.6.1.5 Validate Program Participation (EV in Initial Status) ...............................58
2.6.2 Edits Menu—EV in Initial Status ..........................................................................61
2.6.2.1 Edit Category and Subject/Field (EV in Initial Status) .............................62
2.6.2.2 Edit Biographical Information and U.S. Address (EV in Initial Status)....65
2.6.2.3 Add/Edit Dependent Data ..........................................................................66
2.6.2.3.1 Add Dependent (EV in Initial or Active Status) .........................66
2.6.2.3.2 Edit Dependent Data (Dependent in Initial or Active Status) ....68
2.6.2.3.3 Reprint Form DS-2019 for a Dependent in Initial Status ...........69
2.6.2.3.4 Set Dependent’s Status to No Show (EV in Initial Status).........70
2.6.2.4 Edit Financial Information (EV in Initial Status) ......................................70
2.6.2.5 Edit Site of Activity (EV in Initial Status).................................................71
2.6.2.6 Add Site of Activity (EV in Initial Status) ................................................71
2.6.2.7 Change Primary Site of Activity (EV in Initial Status) .............................72
2.6.2.8 Delete Site of Activity (EV in Initial Status) .............................................73
2.7 Exchange Visitor Information Screen—Active Status ...................................................73
2.7.1 Actions Menu—EV in Active Status.....................................................................75
2.7.1.1 Change of Category Request (EV in Active Status) ..................................76
2.7.1.2 Cancel Change of Category Request (EV in Active Status) ......................82
2.7.1.3 Correct Minor or Technical Infraction (EV in Active Status) ...................83
2.7.1.4 End Program for Exchange Visitor (EV in Active Status) ........................84
2.7.1.5 Extension Beyond the Maximum Duration of Participation Request (EV in
Active Status) .............................................................................................85
2.7.1.6 Cancel Extension Beyond the Maximum Duration of Participation
Request (EV in Active Status) ...................................................................89
2.7.1.7 Extension Within the Maximum Duration of Participation Request .........89
2.7.1.8 Matriculation (EV in Active Status) ..........................................................91
2.7.1.9 Reprint Form DS-2019 (EV in Active Status) ...........................................92
2.7.1.10 Shorten Program for Exchange Visitor (EV in Active Status) ................92
2.7.1.11 Terminate Exchange Visitor (EV in Active or Inactive Status) ..............93
2.7.1.12 Create Out of Country Record (Professor and Research Scholar EVs in
Active Status) .............................................................................................95
2.7.1.13 Cancel Out of Country Record (EV in Active Status) ............................97
2.7.1.14 Alternate Between Professor and Research Scholar ...............................98
2.7.2 Edits Menu—EV in Active Status .......................................................................102
2.7.2.1 Edit Biographical Information and U.S. Address (EV in Active Status) 103
ii
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.2.2 Add/Edit Dependent Data ........................................................................108
2.7.2.2.1 Terminate Dependent in Active, Inactive, or Transferred
Status.........................................................................................108
2.7.2.2.2 End Status of Dependent in Active or Transferred Status ........111
2.7.2.2.3 Set Dependent’s Status to No Show (Dependent in Active
Status) .......................................................................................113
2.7.2.3 Edit Financial Information (EV in Active Status) ...................................113
2.7.2.4 Site of Activity for EV .............................................................................114
2.7.2.4.1 Edit Site of Activity (EV in Active or Transferred Status) ......114
2.7.2.4.2 Add Site of Activity (EV in Active Status) ..............................116
2.7.2.4.3 Change Primary Site of Activity (EV in Active Status) ...........116
2.7.2.5 Edit Subject/Field (EV in Active Status) .................................................117
2.7.2.6 Update Out of Country Record (EV in Active Status) ............................118
2.7.3 Transfer Menu—EV in Active Status .................................................................119
2.7.3.1 Transfer an Exchange Visitor (EV in Active Status) ...............................119
2.7.3.2 Cancel Transfer Request (EV in Active Status) ......................................121
2.7.4 Employment Menu—College/University Students in Active Status ..................121
2.7.4.1 Add Student Employment (EV in Active Status) ....................................122
2.7.4.2 Cancel Student Employment (EV in Active Status) ................................124
2.7.4.3 Update Student Employment (EV in Active Status) ...............................125
2.7.4.4 Student Employment History ...................................................................125
2.7.5 View Menu ..........................................................................................................126
2.7.5.1 Event History ...........................................................................................126
2.7.5.2 Out of Country History ............................................................................126
2.7.6 Academic Training Menu ....................................................................................127
2.7.6.1 Add Student Academic Training .............................................................127
2.7.6.2 Cancel Student Academic Training .........................................................130
2.7.6.3 Update Student Academic Training .........................................................130
2.7.6.4 Student Academic Training History ........................................................131
2.8 Exchange Visitor Information Screen—Inactive Status ...............................................131
2.8.1 Correct Minor or Technical Infraction (EV in Inactive Status) ..........................132
2.8.2 Reinstatement Request (EV in Inactive Status) ...................................................133
2.8.3 Reinstatement Request for G-7 Participants (EV in Inactive Status) ..................135
2.8.4 Cancel Reinstatement Request (EV in Inactive Status).......................................137
2.8.5 Terminate Exchange Visitor (EV in Inactive Status) ..........................................137
2.9 Transfer Procedures for Receiving Program.................................................................137
2.9.1 Transfer—Exchange Visitor Personal Information and U.S. Address ................138
2.9.2 Transfer—Add Site of Activity ...........................................................................144
2.9.3 Transfer—Add Dependent/Edit Dependent Data ................................................145
2.9.3.1 Transfer—Add Dependent .......................................................................145
2.9.3.2 Transfer—Update Dependent Data .........................................................148
2.9.3.3 Transfer—Terminate Dependent .............................................................148
2.9.3.4 Transfer—End Status of Dependent ........................................................148
2.9.4 Transfer—Financial Information .........................................................................148
2.9.5 Validate the EV’s Program Participation (EV in Transferred Status) .................151
iii
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.9.6 Transfer—No Show .............................................................................................153
2.10 SEVIS Correction Procedures ...................................................................................153
2.10.1 30-Day Correction Period for SEVIS Status ....................................................153
2.10.2 30-Day Correction Period for SEVIS Status for Dependent ............................157
2.10.3 Reinstatement – Update SEVIS Status Request ...............................................158
2.10.3.1 Reinstatement – Update SEVIS Status Request for EV ........................159
2.10.3.2 Reinstatement – Update SEVIS Status Request for Dependent ............163
2.10.4 Cancel Reinstatement – Update SEVIS Status Request ...................................165
2.11 Alerts ..........................................................................................................................166
2.11.1 Viewing Alerts ..................................................................................................167
2.11.2 List of Alerts .....................................................................................................168
2.12 Reports .......................................................................................................................171
2.13 Message Board ...........................................................................................................171
2.13.1 View Message Board Postings .........................................................................171
2.13.2 Print Message Board Postings ..........................................................................172
2.14 Electronic Submission of Payment ............................................................................173
3. OPERATING INSTRUCTIONS ............................................................................... 174
3.1 Initiate Operation ..........................................................................................................174
3.2 Maintain Operation .......................................................................................................174
3.3 Terminate and Restart Operations ................................................................................174
4. ERROR HANDLING ............................................................................................... 174
5. HELP FACILITIES .................................................................................................. 175
APPENDIX A—ACRONYMS AND ABBREVIATIONS
APPENDIX B—DOWNLOAD THE LATEST VERSION OF ADOBE READER
APPENDIX C—DOWNLOAD THE LATEST VERSION OF ADOBE FLASH PLAYER
APPENDIX D—STATUS VALUES FOR EXCHANGE VISITORS AND DEPENDENTS
APPENDIX E—EXCHANGE VISITOR CATEGORIES
ATTACHMENT A—RESOURCES
ATTACHMENT B—DOS MAXIMUM AND MINIMUM DURATION OF PARTICIPATION
RULES
iv
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
EXHIBITS
Exhibit 1: Listing of Programs Screen and Screen Components ....................................................5
Exhibit 2: Help Screen ....................................................................................................................7
Exhibit 3: Set Password Screen ....................................................................................................10
Exhibit 4: SEVIS Login Screen ....................................................................................................11
Exhibit 5: Listing of Programs Screen ..........................................................................................17
Exhibit 6: Navigation Bar—Logout Link .....................................................................................17
Exhibit 7: Listing of Programs Screen—Search Link ..................................................................18
Exhibit 8: Exchange Visitor Search Screen ..................................................................................18
Exhibit 9: Search Results Screen ..................................................................................................23
Exhibit 10: Exchange Visitors and Dependents Menu Screen .....................................................24
Exhibit 11: Listing of Programs Screen—New Exchange Visitor Link .......................................28
Exhibit 12: New Exchange Visitor For Whispering Pines Institute Screen .................................29
Exhibit 13: Subject/Field Remarks ...............................................................................................34
Exhibit 14: Site of Activity Menu Screen .....................................................................................37
Exhibit 15: Exchange Visitor Information—Add Site of Activity Screen ...................................38
Exhibit 16: Exchange Visitor Dependents Menu Screen..............................................................42
Exhibit 17: Exchange Visitor Information—Add Dependent Screen ..........................................43
Exhibit 18: Financial Information Screen .....................................................................................47
Exhibit 19: Exchange Visitor Information Screen—Initial Status ...............................................55
Exhibit 20: Validate Program Screen ...........................................................................................60
Exhibit 21: Category and Subject/Field Screen ............................................................................63
Exhibit 22: Select Subject/Field Code Screen ..............................................................................64
Exhibit 23: Exchange Visitor Information Screen—Active Status ...............................................74
Exhibit 24: Change of Category Request Screen..........................................................................77
Exhibit 25: Cancel Change of Category Request Screen .............................................................82
Exhibit 26: Correct Minor or Technical Infraction Screen ...........................................................83
Exhibit 27: End Program for EV Screen.......................................................................................85
Exhibit 28: Extension Beyond the Maximum Duration of Participation Request Screen ............87
Exhibit 29: Extension Within the Maximum Duration of Participation Screen ...........................90
Exhibit 30: Matriculation Screen ..................................................................................................92
Exhibit 31: Terminate EV Screen .................................................................................................94
Exhibit 32: Create Out of Country Record Screen .......................................................................96
Exhibit 33: Alternate Between Professor and Research Scholar Screen ......................................99
Exhibit 34: Biographical Information Screen .............................................................................104
Exhibit 35: Terminate Dependent Screen ...................................................................................110
Exhibit 36: Dependent End of Status Screen ..............................................................................112
Exhibit 37: Exchange Visitor Information—Edit Site of Activity Screen .................................115
Exhibit 38: Subject/Field Screen ................................................................................................117
Exhibit 39: SEVIS to SEVIS—Exchange Visitor Transfer Screen ............................................120
Exhibit 40: Add Student Employment Screen ............................................................................123
Exhibit 41: Add Student Academic Training Screen..................................................................128
Exhibit 42: New Exchange Visitor Screen for Transfer EV .......................................................139
Exhibit 43: Correct SEVIS Status Screen ...................................................................................155
v
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 44:
Exhibit 45:
Exhibit 46:
Exhibit 47:
Exhibit 48:
Reinstatement – Update SEVIS Status for Exchange Visitor Screen ......................160
Listing of Programs Screen—Alerts Link ...............................................................166
Alerts for Agricultural Institute of America Screen ................................................167
Message Board Screen .............................................................................................171
System Message Screen ...........................................................................................172
vi
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
1.
INTRODUCTION
This manual was written as a resource for Exchange Visitor Program Sponsor users, that is,
Responsible Officers (ROs) and Alternate Responsible Officers (AROs) of the Student and
Exchange Visitor Information System (SEVIS). It is presented in two separate volumes in order
to delineate the Form DS-2019, and Form DS-3036, DS-3037, and other program updates. This
volume addresses the procedures for creating, issuing, and modifying Forms DS-2019 for
exchange visitors (EVs) and dependents. This user manual reflects the changes to SEVIS
effective with Release 6.8.
1.1
Resources
To obtain administrative guidance on the Exchange Visitor Program, the Exchange Visitor
Program regulations (22 Code of Federal Regulations (CFR) Part 62), or program or EV issues
or concerns, contact the Office of Designation, Private Sector Exchanges, Bureau of
Educational and Cultural Affairs, Department of State:
• Academic and Government Programs Division:
Office of Designation
Academic and Government Programs Division
Bureau of Educational and Cultural Affairs
U.S. Department of State
SA-5 5th Floor
2200 C Street, NW
Washington, DC 20522-0505
Phone: 202-632-9310
Fax: 202-632-2701
Responsible for the administration and oversight of the following categories:
– Government Visitor
•
–
International Visitor
–
Professor
–
Research Scholar
–
Short-Term Scholar
–
Specialist
–
Student (College/University)
Private Sector Programs Division:
Office of Designation
Private Sector Programs Division
Bureau of Educational and Cultural Affairs
U.S. Department of State
SA-5 5th Floor
1
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2200 C Street, NW
Washington, DC 20522-0505
Phone: 202-632-2805
Fax: 202-632-2701
Responsible for the administration and oversight of the following categories:
– Alien Physician
–
Au Pair
–
Camp Counselor
–
Intern
–
Secondary School Student (High School)
–
Summer Work/Travel
–
Teacher
– Trainee
To obtain assistance with the SEVIS application, contact the SEVIS Help Desk at 800-892-4829.
The SEVIS Help Desk is available from 8 a.m. to 8 p.m. Eastern Time, Monday through Friday.
All questions relative to regulation or policy must be directed to the appropriate Division within
the Office of Designation, Private Sector Exchanges.
See Attachment A, Resources, for additional resource information.
1.2
Purpose of SEVIS
SEVIS facilitates timely reporting and monitoring of international students, EVs, and their
dependents in the United States. SEVIS is an Internet-based application for electronically
monitoring and reporting on these individuals. SEVIS enables program sponsors and schools to
transmit electronic information to the Immigration and Customs Enforcement (ICE) bureau and
the Department of State (DoS) throughout a student’s or EV’s program in the United States.
SEVIS enables the submission of designation applications. Once designated as an Exchange
Visitor Program sponsor, users may update program sponsor information, submit updates to DoS
that require approval, and create and update J-1 EV and J-2 dependent records (that is, records of
an accompanying spouse and dependent children). The DoS Office of Designation, Private
Sector Exchanges, has the capability to review and approve updates made to program sponsor
and EV records using SEVIS, and ROs and AROs will be notified of the results.
This manual contains instructions for accessing SEVIS with a permanent user identification (ID)
and password; creating and processing Forms DS-2019, Certificate of Eligibility for Exchange
Visitor (J-1) Status; and viewing alerts on EVs.
2
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Once a program sponsor has been authorized to use SEVIS, all Forms DS-2019 must be created
in and issued from SEVIS. Once an EV’s data are entered in SEVIS, program sponsor officials
must update the EV’s record and report on the events as required by the regulations. See
22 CFR 62, Subpart F, of the Exchange Visitor Program regulations for a detailed explanation.
1.3
Privacy Act Considerations
SEVIS is for the use of authorized users only. Individuals using SEVIS without authority, or in
excess of their authority, are subject to having all of their activities on this system monitored and
recorded by system personnel. In the course of monitoring individuals improperly using this
system, or in the course of system maintenance, the activities of authorized users may also be
monitored. Anyone using SEVIS expressly consents to such monitoring and is advised that if
such monitoring reveals possible evidence of criminal activity, system personnel may provide
the evidence of such monitoring to law enforcement officials. Department of Homeland Security
(DHS) has designated SEVIS to be a Privacy Act system of records and SEVIS information will
be used and disclosed in accordance with 5 U.S.C. §552a, Privacy Act of 1974, as amended.
1.4
Security Reminder
SEVIS was developed to maintain multiple levels of security in both the real-time and batch
systems to help protect against unauthorized access. One of the most important actions that you
can take is to safeguard your user ID and password. Your SEVIS user ID and password are
intended for your use only. Do not share your user ID and password with any other person and
do not keep a written record of your user ID and/or password in a location that can be accessed
by others. For program sponsor officials, the Exchange Visitor Program regulations
(22 CFR 62.71(b) and 62.79(a)(3)) specifically address this issue.
If you suspect that your password has been compromised, you can reset it using the Request
Password Reset link on the SEVIS Login screen or the Change Password link on the navigation
bar. Alternatively, you can contact the SEVIS Help Desk at 800-892-4829 to have your
password reset.
If you believe that an unauthorized person has obtained access to international student or EV
data in one of your internal systems (e.g., local batch system) or if you believe an unauthorized
person has gained access to SEVIS, please notify the DHS Help Desk immediately at
888-347-7762. The DHS Help Desk is staffed 24 hours a day and can assist with security
concerns only. All other SEVIS concerns or questions should still be directed to the SEVIS Help
Desk at 800-892-4829. When calling the DHS Help Desk to report a security concern, it will be
helpful to have the name(s) and contact information for the RO, ARO, and program technical
and security contacts, as appropriate.
The DHS Help Desk will contact the Student and Exchange Visitor Program (SEVP) office
immediately. SEVP will work with you to take appropriate steps to protect and prevent loss of
SEVIS information. Such actions to be taken may include issuing new SEVIS user IDs and
passwords as well as loading new security certificates for the SEVIS batch upload process, if
3
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
applicable. Additionally, school and sponsor officials who believe that their internal systems
may have been compromised should follow their local formal security procedures.
System security is a serious matter. SEVP is committed to addressing any system security
concerns or issues that may arise. If you need assistance, please contact the program office at
703-603-3400.
1.5
Acronyms and Abbreviations
Appendix A, Acronyms and Abbreviations, includes a list of terms, abbreviations, and acronyms
used in this document.
1.6
Disclaimer
All persons, schools, programs, email addresses, and events depicted in this document are
fictitious, and no similarity with any real persons or entities, living or deceased, is intended or
should be inferred.
The term “status” is used extensively throughout this manual. Unless otherwise noted, the term
“status” refers to the EV’s or dependent’s status in SEVIS.
2.
DESCRIPTION OF SYSTEM FUNCTIONS
The following sections provide step-by-step instructions for using SEVIS. Included are
directions for creating, issuing, and modifying Forms DS-2019 for EVs and dependents.
Program sponsor updates and reports are discussed in Volume I of this manual.
2.1
Overview of Screen Components
This section explains SEVIS screens, screen components, and how to navigate through the
application.
Exhibit 1: Listing of Programs Screen and Screen Components, is an example of a screen that
displays when logged into SEVIS. It includes various options that are available on the
navigation bar and links that are available from within the list of program sponsors. The screen
components are labeled with the terms used in this manual.
4
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 1: Listing of Programs Screen and Screen Components
2.1.1 SEVIS Screen Components
The following is a list of components that may be available on SEVIS screens:
• Browser Toolbar—The toolbar displayed by the browser used to access SEVIS.
•
Navigation Bar—The navigation bar lists the role(s) for the logged-in user on the right
side and the following functions:
–
Main—Used to access the Main screen or, if authorized as an RO or ARO and an
official for a SEVIS school (that is, Principal Designated School Official [PDSO] or
Designated School Official [DSO]), the screen from which you select either the
Listing of Programs (J visa) or Listing of Schools (F and M visas) link to display
the list of programs or schools for which you are an authorized user
–
Listing of Schools—Used to access the listing of schools for which you are
authorized if you are an RO or ARO and an official for a SEVIS school (that is,
PDSO or DSO)
–
Listing of Programs—Used to access the listing of programs for which you are
authorized if you are an RO or ARO and an official for a SEVIS school (that is,
PDSO or DSO)
5
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
–
Help—Used to access Online Help for SEVIS
–
Tutorial—Used to view a brief demonstration of how to use SEVIS
–
Logout—Used to exit the system
–
Message Board—Used to view SEVIS messages from DHS and/or DoS
–
Change Password—Used to change your SEVIS password (see Section 2.2.1.2,
Change Password Voluntarily, for instructions)
–
Get Plug-Ins—Used to access the plug-ins used by SEVIS
Note: The navigation bar has been removed from many of the SEVIS screens depicted in
this manual.
•
Links—Click underlined text to advance to a different screen within SEVIS.
2.1.2 Additional SEVIS Screen Components
Additional screen components that display on some SEVIS screens include the following:
• Scroll Bar—This is the part of a window that enables users to see additional information.
SEVIS uses scrollbars on the bottom and/or the right side of some windows.
•
Fields—These are areas on the windows where data may be typed or selected or in which
system-generated data are displayed.
•
Buttons—These buttons allow users to process data and move between screens. SEVIS
uses the following types of buttons:
•
–
Command Buttons—Click to execute a command. For example, clicking this button
enables you to print a copy of the Form DS-2019.
–
Radio Buttons
selected at a time.
—Click to make a selection. Only one radio button can be
Other Input Methods
–
—Click to make one or more selections. Click the box again to
Check Boxes
remove the check mark.
–
Drop-Down Lists
selection.
—Click the down arrow to display a list and then make a
2.1.3 Online Help Functions
Online Help is always available by clicking the Help link on the navigation bar at the top of
SEVIS screens. Doing so opens a new browser window containing Online Help. The left panel
(part of the window) contains a list of Online Help topics, and the right panel contains the text
associated with the topic selected. Exhibit 2: Help Screen, is an example of the screen that
displays after clicking the Help link.
6
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: The Online Help requires the use of Java Script; it does not function properly if Java
Script is disabled
Exhibit 2: Help Screen
2.1.3.1
Online Help Table of Contents
To use the Online Help table of contents, perform the following:
1. Click the Contents (
) button.
2. In the left panel, click a folder to display a list of topics.
3. Click a topic name to view the Online Help text for that topic in the right panel.
2.1.3.2
Online Help Index
To use the index, perform the following:
1. Click the Index (
) button.
2. Enter a keyword or partial keyword in the text box provided and press the Enter key.
or
Scroll through the list using the scroll bar on the right side of the left panel.
3. Click a keyword in the left panel to view the Online Help text for the topic in the right panel.
2.1.3.3 Search Online Help
To search on a word or phrase, perform the following:
1. Click the Search (
) button.
7
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Type search criteria in the text box provided and press the Enter key. The search results will
display in the left panel as a list of topics containing the word or phrase entered.
3. Click a topic name to view the Online Help text for that topic in the right panel.
2.1.3.4 Show/Hide Left Panel
To hide and show the left panel of the Help screen, perform the following:
1. To hide the left panel, click the Hide (
2. Click the Contents (
), Index (
) button in the upper-right corner of the left panel.
), or Search (
) button to restore the left panel.
2.1.3.5 Jumps
To use the jump feature, perform the following:
1. When viewing the Online Help text for a topic in the right panel, click an underlined word or
phrase to jump to a new topic.
2. To return from a jump, click the Back button on the browser toolbar.
Note: Some underlined phrases are web links. They are identified by the text that precedes
them. When clicked, the appropriate web page opens in a new browser window. When finished
viewing a web page, click the Close ( ) button in the upper-right corner of the browser
window.
2.1.3.6 Close Online Help
Close Online Help by clicking the Close (
) button in the upper-right corner of the Help screen.
2.1.4 Print Online Help Topics
The entire Online Help cannot be printed. Only the topic currently being viewed may be printed
(that is, one topic at a time).
To print an Online Help topic using Internet Explorer, perform the following:
1. Click anywhere in the right panel.
2. Click the Print (
) button on the browser toolbar. The topic currently being viewed prints
to the designated printer.
or
1. Click anywhere in the right panel.
2. Select Print from the File menu. A Print window displays.
3. If necessary, click the General tab to move it on top of the other tabs.
4. Ensure that the appropriate printer is selected in the Select Printer list. If not, select the
correct printer from the list.
5. Click the Print (
) button to print to the designated printer.
8
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.1.5 Tutorial
To view a SEVIS demonstration, click the Tutorial link on the navigation bar. Follow the
instructions on the screens of the demonstration. Click the Close ( ) button in the upper-right
corner of the window to close the demonstration at any time.
Note: It is recommended that the online tutorial be viewed using a 17-inch or larger monitor
with a monitor setting of 1024x768.
Note: Adobe Flash Player must be installed on the computer in order to view the tutorial. If
Adobe Flash Player is not installed on the computer being used, see Appendix C, Download the
Latest Version of Adobe Flash Player, for downloading instructions.
2.2
Accessing SEVIS
A user ID and password are required to access SEVIS. The system also requires use of the
following:
• Internet Explorer Version 5.0 or higher
•
Adobe Reader Version 5.0 or higher—If Adobe Reader Version 5.0 or higher is not
installed on the computer being used, see Appendix B, Download the Latest Version of
Adobe Reader, for installation instructions.
•
Laser printer—Laser Postscript printer with 32 MB of random access memory (RAM)
(96 MB is recommended) or a Laser printer with 32 MB of RAM (64 MB is
recommended).
•
Adobe Flash Player—Adobe Flash Player must be installed on the computer in order to
view the tutorial. If Adobe Flash Player is not installed on the computer being used, see
Appendix C, Download the Latest Version of Adobe Flash Player, for installation
instructions.
Only authorized users with an active password may access SEVIS. Users may be associated
with a program sponsor that has a status of Active or Suspended, or at least one EV whose status
is Active and the program’s status is one of the following:
• Denial Pending
•
Revocation Pending
•
Termination Pending
•
Withdrawn
9
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
An authorized user must have a permanent user ID and password to access SEVIS. When
approved to use SEVIS, you will receive an email message containing your user ID and a second
message containing a secure link to SEVIS. The secure link is associated with your user ID only
and is active for 30 days. It can only be used to create a password for your user ID.
To use the link and create your password, perform the following:
1. Click the link contained in the email message. The system displays the Set Password screen
as shown in Exhibit 3: Set Password Screen.
Exhibit 3: Set Password Screen
2. Enter your user ID in the Username field.
3. Enter your password in the Password field. Refer to Section 2.2.1, Guidelines for
Passwords, for instructions on creating a password.
4. Enter your new password again in the Confirm Password field.
5. Click the Set Password button. The system displays a message stating that you have
successfully created a password. If the password is not successfully created, a message
indicating the reason will display and you will be able to enter the appropriate data.
6. Once the password is successfully created, click OK and the system will display the SEVIS
Login screen. Exhibit 4: SEVIS Login Screen, is an example of the screen.
Note: After creating your password, use the SEVIS Login screen (https://egov.ice.gov/sevis/) to
access SEVIS and perform all of your SEVIS-related tasks.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
10
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 4: SEVIS Login Screen
2.2.1 Guidelines for Passwords
The email you receive from SEVIS when approved to use the system, and the Online Help,
provide the specific requirements for SEVIS passwords. General guidelines for SEVIS
passwords are as follows:
• You cannot reuse your previous six passwords.
•
SEVIS passwords have a maximum life span of 90 days. When logging into SEVIS after
90 days, the system automatically displays the Change Password screen. See
Section 2.2.1.1, Change Password Every 90 Days, for instructions.
•
Protect your password. If you suspect that your password has been compromised and
you are unable to change it using the Change Password link or the Request Password
Reset link, contact the SEVIS Help Desk at 800-892-4829 to have your password reset.
11
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
SEVIS user IDs and passwords are suspended after three unsuccessful log-in attempts.
Use the Request Password Reset link on the SEVIS Login screen (see Section 2.2.1.3,
Request Password Reset, for instructions) or contact the SEVIS Help Desk at
800-892-4829 to have your access to SEVIS reinstated.
•
Deactivation will occur if your account is inactive (unused) for 45 consecutive days. In
this case, ROs may use the Request Password Reset link, and AROs must contact their
RO, to request a password reset.
•
Do not share your SEVIS user ID and password. At no time and under no circumstances
is your SEVIS user ID and password to be shared with anyone, either on a transitory or
permanent basis (see 22 CFR 62.71(b), Control and Production of the Electronic
Form DS-2019, and 62.79(a)(3), Sanctions).
Note: Your password can only be changed once every 7 days.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
2.2.1.1
Change Password Every 90 Days
You must change your password every 90 days. After 75 days, when you log into SEVIS, the
system displays a message asking if you would like to change your password at that time. If you
click:
• Yes, the Change Password screen will display.
• No, you will be logged into the system.
After 90 days, when logging into SEVIS, the system automatically displays the Change
Password screen and you must change your password.
Note: Your password can only be changed once every 7 days.
To change your password, perform the following:
1. Enter your current password in the Old Password field.
2. Enter your new password in the New Password field.
Note: You cannot reuse your previous six passwords.
WARNING: Be careful when entering a password.
• Caps Lock—Passwords are case sensitive. When creating a password using a mix of
uppercase and lowercase letters, it must always be entered that way. If the Caps
Lock key on the keyboard is turned on and you intend to enter “abcdeF9#”, the
system reads the following password: ABCDEf9#. To SEVIS, these passwords are
not the same.
•
Numeric Keypad—If using the numeric keypad to enter numbers, be sure to turn on
the Num Lock key. Otherwise, enter numbers using the keys above the top row of
alphabetic characters on the keyboard.
12
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Enter your new password again in the Confirm New Password field.
4. Click the Change Password button. The system displays a message stating that the
password has been changed. If the password is not successfully created, a message stating
the reason displays and you will be able to enter the appropriate data.
5. Click OK to access SEVIS.
Note: If at any time, you suspect that your password has been compromised and you are not
able to change it using the Request Password Reset link or the Change Password link, contact
the SEVIS Help Desk at 800-892-4829 to have your password reset.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
2.2.1.2
Change Password Voluntarily
The navigation bar contains a link that enables you to change your password, which can only be
changed once every 7 days.
To change your password, perform the following:
1. Log into SEVIS.
2. Click the Change Password link on the navigation bar. The system displays the Change
Password screen.
3. Enter your current password in the Old Password field.
4. Enter your new password in the New Password field.
Note: You cannot reuse your previous six passwords.
5. Enter your new password again in the Confirm New Password field.
6. Click the Change Password button. The system displays a message stating that the
password has been changed.
7. Click OK to return to SEVIS.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
2.2.1.3
Request Password Reset
The Request Password Reset option is available for users to request a new SEVIS password.
Use this function for any of the following reasons:
• You have forgotten your SEVIS password.
•
Your SEVIS account is locked due to three unsuccessful log-in attempts.
•
You suspect that your SEVIS password has been compromised and you are unable to use
the Change Password function.
13
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
Your user ID has been inactivated because you have not logged into SEVIS for more than
45 days (ROs only).
Note: When an ARO has not logged into SEVIS for more than 45 days, his or her user ID will
be inactivated. An inactive ARO cannot use the Request Password Reset link on the SEVIS
Login screen to request a password reset. See Section 2.2.1.4, Request Password Reset for ARO,
for information on how an ARO can request to have his or her password reset.
Note: Your password can only be changed once every 7 days.
To request to have your password reset, perform the following:
1. Click the Request Password Reset link on the SEVIS Login screen. The Request Password
Reset screen displays.
2. Enter your SEVIS user ID in the User Name field.
3. Click the Submit Request button. A message displays stating that the request has been
submitted to SEVIS. However, if an ARO has not logged into SEVIS for more than 45 days,
a message will display stating, “User is inactive due to 45 days of inactivity. Contact your
PDSO or RO to request a password reset.” See Section 2.2.1.4, Request Password Reset for
ARO, for information on how an ARO can request to have his or her password reset.
Note: An email will be sent to the email address associated with the SEVIS user ID. It will
provide instructions for creating a new SEVIS password. The email will be valid for 30 days; a
password must be created within 30 days of the date on the email.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
2.2.1.4
Request Password Reset for ARO
Users must log into SEVIS at least once every 45 days or they will lose access to SEVIS. When
a user has not logged into SEVIS for 30 days, the following will occur:
• An alert will be generated to inform the RO and AROs of the programs to which the user
is associated that this user has not logged into SEVIS within the past 30 days. The alert
will list the RO and any AROs who have not logged into SEVIS for 30 days.
•
An email reminding the user to log into SEVIS will be sent to the RO and AROs of the
programs to which the user is associated. If the user is also a PDSO or DSO for a school
or campus, all users at those schools/campuses will receive the email, too.
When an ARO has not logged into SEVIS for 45 days, his or her user ID is inactivated. An
inactive ARO cannot use the Request Password Reset link on the SEVIS Login screen to
request a password reset. However, he or she may contact the RO to request a password reset.
To request a password reset for an ARO, the RO must perform the following:
1. On the Listing of Programs screen, click the link in the Name of Program column for
the program whose ARO is requesting a password reset.
14
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Click the Add/Update Officials link on the Edits menu to display the Official
Information screen.
3. Click the Request Password Reset link in the Actions column for the ARO who is
requesting a password reset. The Request Password Reset screen displays.
Note: The Request Password Reset link will only display when an ARO has not logged
into SEVIS for more than 45 days.
4. Click the Request Password Reset button. The following will occur:
• An email will be sent to the email address associated with this SEVIS user. It will
provide instructions for creating a new SEVIS password. The email will be valid for
30 days; a password must be created within 30 days of the date on the email.
•
An email informing users that a password reset has been requested for this ARO will
be sent to each RO for the programs to which this user is associated. If the ARO is
also a PDSO or DSO for a school or campus, the email will be sent to each PDSO at
the schools/campuses to which the user is associated, as well.
2.2.2 Additional Information About the SEVIS Login Screen
Additional information about the SEVIS Login screen follows:
• Reset button—Click this button to clear all entries on this screen.
•
Register for New Account link—This link is used to create a temporary user ID and
password and complete the Form DS-3036, Exchange Visitor Program Application. This
link is not used to obtain a permanent user ID and password.
•
Request Password Reset link—Use this link if you have forgotten your password or
your SEVIS account is locked. See Section 2.2.1.3, Request Password Reset, for
instructions.
Note: After 18 minutes of inactivity, a message will display informing you that your session is
about to expire. Click OK to continue working in SEVIS. If you click this button after 20
minutes of inactivity, a message will display to inform you that your session has expired. Click
OK to display the SEVIS Login screen. Any unsaved data will be lost.
Note: If you log out of the system improperly; that is, using the Close ( ) button in the
upper-right corner of the browser window, you will have to wait 20 minutes, and then log into
the system again. Always use the Logout link on the navigation bar to exit SEVIS properly.
2.2.3 Log Into SEVIS
After creating your initial password, you will use the SEVIS Login screen to access SEVIS and
perform all of your SEVIS-related tasks.
To log into SEVIS, perform the following:
1. Access the SEVIS Login screen at https://egov.ice.gov/sevis/. A Security Alert window
displays.
15
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Click Yes to continue to the SEVIS Login screen (Exhibit 4).
3. Enter your user ID in the User Name field.
4. Enter your password in the Password field.
WARNING: Be careful when entering a password.
• Caps Lock—Passwords are case sensitive. When creating a password using a mix of
uppercase and lowercase letters, it must always be entered that way. If the Caps
Lock key on the keyboard is turned on and you intend to enter “abcdeF9#”, the
system reads the following password: ABCDEf9#. To SEVIS, these passwords are
not the same.
•
Numeric Keypad—If using the numeric keypad to enter numbers, be sure to turn on
the Num Lock key. Otherwise, enter numbers using the keys above the top row of
alphabetic characters on the keyboard.
5. Press the Enter key or click the Login button. The system displays the Paperwork
Reduction Act notice.
6. Read the information and then click the I Have Read and Understand This Notice button
to continue. One of the following will occur:
•
If there are message board postings, the Message Board screen will display.
•
If there are no message board postings and you are authorized as an:
–
RO or ARO only, the Listing of Programs screen will display.
–
RO or ARO and a school official (that is, PDSO or DSO), the Main screen will
display. You must select a link to view the Listing of Programs screen or the Listing
of Schools screen.
Note: After 18 minutes of inactivity, a message will display informing you that your session is
about to expire. Click OK to continue working in SEVIS. If you click this button after 20
minutes of inactivity, a message will display to inform you that your session has expired. Click
OK to display the SEVIS Login screen. Any unsaved data will be lost.
REMINDER: You must log into SEVIS at least once every 45 days to keep your SEVIS user
ID active.
Note: In Exhibit 5: Listing of Programs Screen, the user is an ARO. If he or she was also
authorized as a PDSO or DSO for a SEVIS school, two additional links would display on the
navigation bar: Listing of Schools and Listing of Programs.
16
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 5: Listing of Programs Screen
2.2.4 Log Out of SEVIS
To exit SEVIS at any time, click the Logout link on the navigation bar as shown in Exhibit 6:
Navigation Bar—Logout Link.
WARNING: If you click the Close ( ) button in the upper-right corner of the browser
window, you must wait 20 minutes before you can log back into SEVIS. If you try to access the
system before the end of 20 minutes, the following message will display: “A user is already
logged on with this user name.” Use the Logout link on the navigation bar to exit SEVIS
properly.
Exhibit 6: Navigation Bar—Logout Link
Note: If the system should lockup at any time, click the Close ( ) button in the upper-right
corner of the browser window to exit SEVIS. If you try to access the system before the end of
20 minutes, the following message will display: “A user is already logged on with this user
name.”
2.3
Exchange Visitor Search
The Listing of Programs screen displays a list of programs associated with your user ID. You
may search for an EV or dependent record in any of the programs for which you are assigned a
role. Exhibit 7: Listing of Programs Screen—Search Link, shows the location of the Search
link on the screen.
Note: When performing a search, the system queries only the sponsor data associated with the
search link selected. This search function does not query any other records. To search for EVs
in another program, click the Search link for the appropriate program.
17
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 7: Listing of Programs Screen—Search Link
To perform a search, complete the following:
1. On the Listing of Programs screen, click the Search link to the right of the name of the
program whose records are being searched. The system displays the Exchange Visitor
Search screen. Exhibit 8, Exchange Visitor Search Screen, is an example of the screen.
Exhibit 8: Exchange Visitor Search Screen
18
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Enter or select the necessary search criteria. Required sections and fields are marked with an
asterisk (*). The following is a list with explanations of the sections and fields on this
screen.
Note: Provide as many search criteria as possible to obtain a manageable list of results. The
system may require additional time to obtain the results of a search that includes only one
search criterion.
Field
* Sort Option section
* Sort By
* Sort Direction
* Search By section
* Search Type section
SEVIS ID
Personal Information
* Family Name
First Name
Date of Birth
Gender
Description/Explanation
The sort options are required fields; both must be
completed.
Select an option from the drop-down list.
Select either Ascending or Descending.
Select either Exchange Visitor or Dependent.
Select one radio button and complete the associated
fields.
Click this radio button and enter a valid SEVIS ID in
“N1234567890” format.
Note: When searching by the SEVIS ID, it does not
matter whether Exchange Visitor or Dependent is
selected in the Search By section. If the SEVIS ID
matches, the results will display. Therefore, if the
SEVIS ID of a dependent is entered, but Exchange
Visitor is selected in the Search By section, the
dependent’s record will show in the results.
Click this radio button and complete the following fields,
as applicable. Completion of the Family Name field is
required; the other fields in this section are optional.
Enter the family name of the EV or dependent. If
necessary, use the asterisk (*) wildcard. Enter at least
three characters of the family name, preceded and/or
followed by *; for example:
• joh* may return a list containing family names
such as Johnson, Johanson, and Johannes.
•
*son may return a list containing family names
such as Mathison, Johnson, and Gleson.
•
*ang* may return a list containing family names
such as Angelus, Langley, and Wang.
Enter the first name of the EV or dependent.
Enter a date of birth in MM/DD/YYYY format.
Select an option from the drop-down list.
19
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
Country of Birth
Country of Citizenship
Country of Legal
Permanent Residence
All Exchange Visitors or
Dependents
* Search Criteria section
None
Search By Category
* Category
Subject/Field Code
Description/Explanation
Select a country from the drop-down list.
Select a country from the drop-down list.
Select a country from the drop-down list.
Click this radio button to search on all EVs or
dependents in this program.
Click one radio button and complete the associated
fields.
Click this radio button when searching on a SEVIS ID.
This option is valid only when the Search Type is
SEVIS ID.
Click this radio button and complete the following fields
as applicable.
Select a category from the drop-down list.
To select the field the EV will be studying or
participating in while in the United States, perform the
following:
a. Click the Select button to display the Select
Subject/Field Codes screen.
b. Make a selection from the Category drop-down list.
c. Click the Search button to view the list of subjects
associated with the selected category.
Appendix F, Lookup Tables for the Student and
Exchange Visitor Information System Batch
Interface, of the API for the SEVIS Batch Interface
contains a complete listing of the 2010 Classification
of Instructional Programs (CIP) categories and
major/minor codes and is located at
http://www.ice.gov/sevis/schools/batch.htm.
d. Find the subject that most closely matches the EV’s
field of study and click to highlight the code, or press
the Ctrl key and click to highlight two codes.
e. Click the Select button and the selected code(s) will
display on the Exchange Visitor Search screen.
Note: The results may include both the 2000 and
2010 CIP codes. If a CIP code is listed twice, the
2000 and 2010 codes have different descriptions.
The 2000 code will be listed first.
f. If necessary, click the Clear button to delete this
20
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
Search by Status
* Status
Program Start Date
Range
Program End Date Range
Country of Birth
Country of Citizenship
Category
Subject/Field Code
Description/Explanation
information from the Exchange Visitor Search
screen.
Click this radio button and complete the fields as
applicable. Completion of the Status field is required;
the other fields in this section are optional.
Select a status from the drop-down list.
Enter the dates for a specific period of time. For
example, 10/01/2011 to 12/31/2011 would return a list of
names of EVs whose program start date is/was between
October 1, and December 31, 2011.
Enter the dates for a specific period of time. For
example, 10/01/2013 to 12/31/2013 would return a list of
names of EVs whose program end date is between
October 1, and December 31, 2013.
Select a country from the drop-down list.
Select a country from the drop-down list.
Select a category from the drop-down list.
To select the field the EV will be studying or
participating in while in the United States, perform the
following:
a. Click the Select button to display the Select
Subject/Field Code screen.
b. Make a selection from the Category drop-down list.
c. Click the Search button to view the list of subjects
for the selected category.
Appendix F, Lookup Tables for the Student and
Exchange Visitor Information System Batch
Interface, of the API for the SEVIS Batch Interface
contains a complete listing of the 2010 Classification
of Instructional Programs (CIP) categories and
major/minor codes and is located at
http://www.ice.gov/sevis/schools/batch.htm.
d. Find the subject that most closely matches the EV’s
field of study and click to highlight the code, or press
the Ctrl key and click to highlight two codes.
e. Click the Select button and the selected code(s) will
display on Exchange Visitor Search screen.
Note: The results may include both the 2000 and
2010 CIP codes. If a code is listed twice, the 2000
and 2010 codes have different descriptions. The
21
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
Search by Termination
Reason
* Termination Reason
Termination Date Range
Search by Inactive Reason
* Inactive Reason
Inactive Date Range
Search by Invalid Reason
* Invalid Reason
Invalid Date Range
Search by Student
Employment
* Employment Type
Category
Employment Date Range
Description/Explanation
description for the 2000 code will be listed first.
Note: If necessary, click the Clear button to delete this
information from the Exchange Visitor Search screen.
Click this radio button and complete the following fields
as applicable. Completion of the Termination Reason
field is required; the other field in this section is optional.
Select an option from the drop-down list.
Enter the dates for a specific period of time. For
example, 01/01/2011 to 03/31/2011 would return a list of
names of EVs or dependents who were terminated
between January 1, and March 31, 2011.
Click this radio button and complete the following fields
as applicable. Completion of the Inactive Reason field
is required; the other field in this section is optional.
Select an option from the drop-down list.
Enter the dates for a specific period of time. For
example, 01/01/2011 to 03/31/2011 would return a list of
names of EVs or dependents whose status became
Inactive between January 1, and March 31, 2011.
Click this radio button and complete the following fields
as applicable. Completion of the Invalid Reason field is
required; the other field in this section is optional.
Select an option from the drop-down list.
Enter the dates for a specific period of time. For
example, 01/01/2011 to 03/31/2011 would return a list of
names of EVs or dependents whose status became
Invalid between January 1, and March 31, 2011.
Click this radio button and complete the following fields
as applicable. Completion of the Employment Type
field is required; the other fields in this section are
optional.
Select an option from the drop-down list.
Note: Only employment data for college/university
students are captured in SEVIS.
Select an option from the drop-down list.
Enter the dates for a specific period of time. For
example, 06/01/2011 to 08/30/2011 would return a list of
names of college/university student EVs who are
employed, will begin employment, or were employed
between June 1 and August 30, 2011.
22
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
Search by Student
Academic Training
* Category
Academic Training Date
Range
Description/Explanation
Click this radio button and complete the following fields
as applicable. Completion of the Category field is
required; the other field in this section is optional.
Note: Only academic training data for college/university
students are captured in SEVIS.
Select a category from the drop-down list.
Enter the dates for a specific period of time. For
example, 06/01/2011 to 12/31/2011 would return a list of
names of college/university student EVs who are
participating in academic training, will begin
participation in, or participated in academic training
between June 1 and December 31, 2011.
3. Click the Search button. The system displays a list containing the EV or dependent names
that match your search criteria, if any. Exhibit 9: Search Results Screen, shows an example
of the search results list.
Exhibit 9: Search Results Screen
4. Locate the name of the EV or dependent whose record you wish to view and/or update and
click the appropriate link in the Family Name column. The system will display the EV’s
record. To view dependent data, click the dependent’s SEVIS ID link near the bottom of the
Exchange Visitor Information screen.
Note: Click the New Search link at the top of the Search Results screen to return to the
Exchange Visitor Search screen and begin a new search (all search criteria will be deleted
from the screen). Click the Refine Search link to return to the Exchange Visitor Search
screen and enter additional search criteria, or change the existing search criteria and perform
another search.
23
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.4
Exchange Visitor Lists
SEVIS provides quick access to lists of EVs and dependents to view. From these lists, EV
and/or dependent records may be accessed for processing.
On the Listing of Programs screen (see Exhibit 5: Listing of Programs Screen), click the EV
Lists link (to the right of the name of a program) and the system will display a screen containing
the lists of EVs and dependents that can be generated. Exhibit 10: Exchange Visitors and
Dependents Menu Screen, is an example of the screen that displays.
Exhibit 10: Exchange Visitors and Dependents Menu Screen
Clicking one of these links will display the appropriate list of EVs and/or dependents. When
viewing a list, click a link in the Family Name column to see the full record for that person or
click the Return to Lists link to return to the Exchange Visitors and Dependents Menu screen.
The following lists, in alphabetical order, may be generated:
List Title
Description/Explanation
A list of all EVs and dependents whose SEVIS status is Active.
Active Status Exchange
The program sponsor has validated the EV’s participation in his
Visitors and Dependents
or her program (by entering the current U.S. address [residence]
for the EV). Following validation of the EV in SEVIS, the EV
is considered to be in Active or “valid program” status.
A list of all EVs and dependents, regardless of status, for the
All Exchange Visitors and
selected program. See Appendix D, Status Values for
Dependents
Exchange Visitors and Dependents, for a detailed explanation
of each status value.
24
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
List Title
Exchange Visitors with
Student Employment
Exchange Visitors With
Student Academic Training
Exchange Visitors With
Student Employment
Inactive Status Exchange
Visitors and Dependents
Initial Status Exchange
Visitors and Dependents
Description/Explanation
A list of college/university student EVs who have a current or
future segment of employment listed on their SEVIS record.
Note: This list is only available for program sponsors
designated to utilize the college/university Student category.
A list of college/university student EVs who have a current or
future segment of academic training listed on their SEVIS
records. This list is available to Exchange Visitor Program
sponsors with the Student (college/university) designation only.
A list of college/university student EVs who have a current or
future segment of employment listed on their SEVIS records.
This list is available to Exchange Visitor Program sponsors with
the Student (college/university) designation only.
A list of all EVs and dependents whose status is Inactive.
SEVIS assigns the status of Inactive (EV and/or dependents are
out of program status) for one of the following reasons:
• The EV completes his or her program as scheduled—
Form DS-2019 expires (the EV’s name will display on
the list the day after the program end date).
• The RO or ARO ends the program of an EV (for
example, the EV completes his or her program early, or
withdraws from the program). The status of the EV’s
dependents will also be set to Inactive on the effective
date of completion entered into SEVIS by the RO or
ARO.
• The RO or ARO ends the status of the spouse or
dependent for reasons such as the accompanying spouse
got divorced from the EV, or the spouse and/or
dependent died.
• The dependent’s status is automatically ended in SEVIS
on the day the dependent turns 21 years of age.
A list of all EVs and dependents whose status is Initial. The EV
and/or dependent records have been created and saved to the
SEVIS database, but the EV’s participation has not been
validated. Validation is the process for updating the EV’s
record in SEVIS no later than 30 days after the program begin
date identified in SEVIS to show that the EV:
•
Has actually arrived at the site of activity in the United
States identified by the program sponsor
•
Is participating in his or her exchange program
25
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
List Title
Invalid Status Exchange
Visitors and Dependents
Description/Explanation
A list of all EVs that are in Invalid status. Invalid status
indicates that:
•
No Show Status Exchange
Visitors and Dependents
The EV did not enter the United States through a port of
entry (POE) within 30 days of the program start date
identified in SEVIS
• An RO or ARO set the EV’s record to Invalid status.
Note: When an EV’s Form becomes Invalid, the system
increases the allotment of Forms DS-2019 available to the
program by one.
A list of all EVs and dependents whose SEVIS status is No
Show. An EV and dependents, if any, will attain the status of
No Show for the following reasons:
•
It is 30 days after the program start date listed on the
Form DS-2019 that was issued to an EV to begin a new
program and the EV has entered the United States
through a POE but has not been validated.
•
If an EV who is in Initial status has not had his/her
program participation validated 30 days after the change
of status benefit start date or the program start date,
whichever is earlier.
•
In a transfer situation, the EV has not been validated in
SEVIS 30 days after the effective date of transfer
identified in SEVIS.
•
An RO or ARO changed the EV’s SEVIS status from
Initial to No Show or from Transferred to No Show.
•
Out of Country Exchange
Visitors
Port of Entry Arrivals
When a dependent is in Initial status, an RO or ARO can
set the dependent’s status to No Show.
Note: Dependent records are automatically set to No Show
when the EV’s record is set to No Show.
A list of professor and research scholar EVs who are currently
participating in their programs outside the United States, or
have an Out of Country record in SEVIS that has a future out of
country begin date.
Note: This list is only available for program sponsors
designated to utilize the Professor and/or Research Scholar
categories.
A list of all EVs and dependents who have entered the United
States through a POE.
26
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
List Title
Saved Exchange Visitors
and Dependents
Terminated Status
Exchange Visitors and
Dependents
Transferred (Out) Status
Exchange Visitors and
Dependents
Transfer In Exchange
Visitors and Dependents
Description/Explanation
A list of all EVs and dependents whose SEVIS status is Saved
or Draft. The EV and dependent records have been saved but
not submitted to the SEVIS database.
A list of all EVs and dependents whose status is Terminated.
Termination implies a change from Active or “valid program”
status prior to program completion. Termination has an
adverse, or negative, effect on the EV’s record and on the
record of each dependent of the EV. Terminated EVs have no
benefits; for example, they cannot apply for an extension,
reinstatement, or change of category.
A list of all EVs and dependents whose status is Transferred.
The EV has transferred to another program.
A list of EVs, including each dependent whose SEVIS status is
Active, who are transferring into your program. Their transferout requests have been submitted by the releasing program
sponsors. The SEVIS status of the EVs and their dependents
will change to Transferred on the effective date of transfer
entered by the releasing program sponsor. The EV’s and
dependent’s SEVIS status will change from Transferred to
Active when the EVs participation in your program has been
validated, which must take place no later than 30 days after the
effective date of transfer. Failure to validate the EVs
participation within 30 days will cause the status of the SEVIS
record(s) to change to No Show.
Note: When an EV on this list has a status of Transferred, his
or her record may be updated and validated by the program to
which the EV is transferring. An RO or ARO may also set the
EV’s status to No Show.
Transferred to a Non-SEVIS A list of all EVs that have transferred to a non-SEVIS Exchange
Sponsor Status Exchange
Visitor Program. EV names display on this list after the
Visitors and Dependents
effective date of transfer and will remain on this list
indefinitely.
Note: The ability to transfer EVs to a non-SEVIS program is
no longer available. However, there may be EVs who will
always have this status; they transferred prior to the date
mandated for enrollment of all Exchange Visitor Programs in
SEVIS.
27
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.5
Create an Exchange Visitor Form DS-2019
The eligibility process enables designated program sponsors to create, maintain, and print
records (Form DS-2019) for EVs and dependents. In addition, SEVIS provides the capability to
access and update previously created records.
The Listing of Programs screen includes the list of programs associated with your user ID.
Exhibit 11: Listing of Programs Screen—New Exchange Visitor Link, shows the location of the
New Exchange Visitor link on the Listing of Programs screen.
Exhibit 11: Listing of Programs Screen—New Exchange Visitor Link
ROs and AROs have the option to create a “New Exchange Visitor” (complete Form DS-2019
for an EV and dependents, if any) for any of the programs for which they are assigned a role.
Instructions for completing the Form are provided in the subsequent sections.
Note: One RO or ARO may begin and save a Form DS-2019 for an EV. Another RO or ARO
may complete and submit the Form. The name of the official who submits the record to the
SEVIS database will print on the Form DS-2019.
WARNING: When creating a record for a new EV, the system will delete the unsubmitted
Form DS–2019 within 45 days of the last update to the Form.
2.5.1 Complete Page 1 of the Form DS-2019—Personal Information
To create a Form DS-2019 for a new (initial) EV, perform the following:
1. Click the New Exchange Visitor link (on the Listing of Programs screen) to the right of the
name of the program in which the EV will be participating. The system displays the New
Exchange Visitor screen for the selected program as shown in Exhibit 12: New Exchange
Visitor For Whispering Pines Institute Screen.
28
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 12: New Exchange Visitor For Whispering Pines Institute Screen
29
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Below is a list with a brief description or explanation for each field and section on this
screen. An asterisk (*) precedes the fields/sections that must be completed. Some of these
fields and sections contain text boxes, drop-down lists, radio buttons, and command buttons.
To complete this screen, enter the following data:
Field/Section
1. * Family Name
2. First Name
3. Middle Name
4. Suffix
5. * Date of Birth
6. * Gender
7. * City of Birth
8. * Country of Birth
Description/Explanation
Enter the surname or last name of the EV. If the person
has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised
that names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Enter the first name of the EV. Leave this field blank if
the person has only one name.
Note: Even though this is not a required field in
SEVIS, the DoS Bureau of Consular Affairs has advised
that names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Enter the middle name of the EV. Leave this field blank
if this person has no middle name or the middle name is
unknown.
Note: Even though this is not a required field in
SEVIS, the DoS Bureau of Consular Affairs has advised
that names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Select a title, such as Junior, that may display at the end
of a person’s name.
Enter the EV’s date of birth in MM/DD/YYYY format.
Select the EV’s gender, male or female.
Enter the unabbreviated name of the city where the
person was born.
Select the country in which the person was born.
Note: United States may be selected as the country of
birth (COB) if the EV was born to a foreign diplomat or
is an expatriate. If the person was born in the United
States or a U.S. territory, perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
30
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
Territory is chosen… drop-down list.
Note: Under Regulation 8 CFR 214.5, an EV from a
country on the restricted country list may not engage in
or seek to obtain training in aviation maintenance, flight
operations, or nuclear-related studies or training.
Therefore, an EV’s personal or program information
may not be created or updated as follows:
• If an EV’s COB or country of citizenship (COC)
is on the restricted country list, you may not
select or update his or her field of study to
training in aviation maintenance, flight
operations, or nuclear-related studies or training.
•
9. * Country of Citizenship
If an EV’s field of study is in aviation
maintenance, flight operations, or
nuclear-related studies or training, you may not
select or update his or her COB or COC to a
country that is on the restricted country list.
Select the country in which the EV maintains
citizenship.
Note: Under Regulation 8 CFR 214.5, an EV from a
country on the restricted country list may not engage in
or seek to obtain training in aviation maintenance, flight
operations, or nuclear-related studies or training.
Therefore, you may not create or update an EV’s
personal or program information as follows:
• If an EV’s COB or COC is on the restricted
country list, you may not select or update his or
her field of study to training in aviation
maintenance, flight operations, or
nuclear-related studies or training.
•
10. * Country of Legal Permanent
Residence
If an EV’s field of study is in aviation
maintenance, flight operations, or
nuclear-related studies or training, you may not
select or update his or her COB or COC to a
country that is on the restricted country list.
Select the country in which the EV is a legal permanent
resident (LPR). For most EV applicants, the country of
legal permanent residence will be the same as the COC.
Some applicants, however, will be permanent residents
of other countries. Note the difference between
permanent and temporary residence. For example, a
31
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
11. Email Address
12. * Position
13. * Exchange Visitor Category
Au Pair EV
Secondary Student EV
14. Occupational Category
15. Student Intern Foreign Degree
Description/Explanation
French citizen who is teaching in Italy on a 1-year
contract, and applying for a J visa from Italy, would not
be considered an LPR of Italy.
Enter an email address for the EV. Completion of this
field is optional.
Select an option from the list that most closely matches
the EV’s position in his or her home country.
Select the J visa participant category for the EV. The
options available on the drop-down list relate to those
authorized for your organization by DoS.
The following optional data may be entered for an au
pair:
• Residential Address Information
– Local community coordinator first and last
name
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
The following optional data may be entered for a
secondary student:
• Residential Address Information
– Local community coordinator first and last
name
• Residential Address Type—Select either Host
Family or Boarding School
Note: This field is required when any Host
Family or Boarding School fields are completed.
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
• Boarding School Information
– Boarding school name
– Telephone number
Select an occupational category for the EV. This field is
only available for EVs participating in Trainee and
Intern programs.
Enter the degree the college/university student intern
EV is pursuing at an accredited post-secondary
academic institution outside the United States.
This field is only required for EVs participating in
student internship programs.
32
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
16. Student Intern Foreign Field
of Study
17. * Subject/Field Description
Description/Explanation
Enter the field of study the college/university student
intern EV is participating in at an accredited postsecondary academic institution outside the United
States.
This field is only required for EVs participating in
student internship programs.
Note: The CIP contains code numbers for instructional
programs in all areas of education and is the accepted
Federal Government statistical standard on instructional
program classifications.
To select the field the EV will be studying or
participating in while in the United States, perform the
following:
a. Click the Select button to display the Select
Subject/Field Code screen.
b. Make a selection from the Category drop-down list.
c. Click the Search button to view the list of subjects
associated with the selected category. The codes
that display are from the CIP 2010 list.
Appendix F, Lookup Tables for the Student and
Exchange Visitor Information System Batch
Interface, of the API document for the SEVIS Batch
Interface contains a complete listing of the 2010 CIP
categories and major/minor codes and is located at
http://www.ice.gov/sevis/schools/batch.htm.
d. Find the subject that most closely matches the EV’s
field of study and click its code at the left end of the
row. The system automatically returns to the New
Exchange Visitor screen and the final selection is
displayed.
e. To change the Subject/Field code, click the Select
button, and repeat Steps b through d. This is a
required field.
Note: Under Regulation 8 CFR 214.5, an EV from a
country on the restricted country list may not engage in
or seek to obtain training in aviation maintenance, flight
operations, or nuclear-related studies or training.
Therefore, you may not create or update an EV’s
personal or program information as follows:
• If an EV’s COB or COC is on the restricted
33
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
country list, you may not select or update his or
her field of study to training in aviation
maintenance, flight operations, or
nuclear-related studies or training.
•
Subject/Field Remarks
If an EV’s field of study is in aviation
maintenance, flight operations, or
nuclear-related studies or training, you may not
select or update his or her COB or COC to a
country that is on the restricted country list.
Enter additional comments regarding the EV’s program
while in the United States or enter “None”. Do not use
hard returns (that is, do not press the Enter key) when
entering text; doing so may make the text wrap and print
in Section 5 of the Form DS-2019. Exhibit 13:
Subject/Field Remarks, shows how the text may print
when hard returns are used.
Note: The text may be shortened on the printed
Form DS-2019 if it is longer than the available space.
However, the entire text can be viewed in SEVIS.
Exhibit 13: Subject/Field Remarks
34
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
18. Current U.S. Address
19. Foreign Address
20. Creation Reason
21. Program Begin Date
22. * Program End Date
Description/Explanation
Sponsors are required to enter the actual and current U.S.
address of all participants into SEVIS (see 22 CFR 62.70(b),
SEVIS Reporting Requirements). When data are first entered
for an EV applicant who has not yet entered the country,
Current U.S. Address will be the address where he or she
expects to reside, if known. Otherwise, it can be the address
of the program sponsor. When the EV enters the country and
is validated, however, his or her current U.S. address (where
the EV will reside) must be entered, if different from the one
originally used. Please note, it is the EV’s primary site of
activity address that prints on the Form DS-2019.
Note: When entering data for secondary school students
(high school students), enter the host family name in the
Address 1 field and enter the street address for the residence
in the Address 2 field. For an au pair, enter the host family’s
name and address.
Enter the person’s foreign address. Completion of these
fields is optional.
The only valid creation reason is Begin New Program. This
field is filled in by SEVIS.
Enter the date, determined by the program sponsor, on which
the EV’s participation in his or her program is expected to
begin. It must be entered in MM/DD/YYYY format.
The end date, in combination with the program begin date,
must:
• Be equal to or greater than the minimum duration of
participation
and
• Cannot exceed the maximum duration of participation
for the EV’s selected category, as identified in the
Exchange Visitor Program regulations.
See Attachment B, DoS Maximum and Minimum Duration of
Participation Rules, for guidance.
Enter the date, determined by the program sponsor, on which
the EV’s program will end. It must be entered in
MM/DD/YYYY format.
The end date, in combination with the program begin date,
must:
• Be equal to or greater than the minimum duration of
participation
and
35
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
•
Cannot exceed the maximum duration of participation
for the EV’s selected category, as identified in the
Exchange Visitor Program regulations or the program
sponsor’s designation.
See Attachment B, DoS Maximum and Minimum Duration of
Participation Rules, for guidance.
3. Click one of the following buttons:
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Save Draft—Click this button to save the data entered. Saving the data will allow an RO
or ARO to return to the record later and complete and/or submit it to SEVIS.
•
Next—Click this button to automatically save the data entered and advance to the next
page of the Form DS-2019. If any fields and sections have not been completed or contain
an incorrect entry, the system will display an error message indicating the error(s). Make
the necessary corrections and click the Next button again.
Note: If an existing EV record contains the same family name, first name, date of birth,
country of birth, and gender entered on the Exchange Visitor Personal Information
screen, a message will display. To determine whether a record already exists for the EV,
review the list of EVs whose personal information matches the information entered. If it
is possible that a record already exists for the EV, perform a search on the EV’s last name
and view the existing records. If a record already exists for the EV, continue to process
the existing record; do not create a second record. Otherwise, to continue to creating a
new record for the EV, click the Continue button.
Note: When creating a record for a professor or research scholar, a message screen will
display after clicking the Next button. Users must review the information on the message
screen and acknowledge their understanding of the information by clicking the Continue
button.
2.5.2 Complete Page 2 of the Form DS-2019—Site of Activity
Page 2 of the electronic Form DS-2019 is used to collect program information for the EV. All
EVs must have at least one site of activity. Exhibit 14: Site of Activity Menu Screen, is an
example of Page 2. In Exhibit 14, two sites of activity have already been added for the EV.
36
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 14: Site of Activity Menu Screen
To enter information about the EV’s site of activity, perform the following:
1. Click the Add Site of Activity link in the lower-left part of the screen. Exhibit 15:
Exchange Visitor Information—Add Site of Activity Screen, is an example of the screen that
displays. In Exhibit 15, the Site of Activity fields have been completed.
37
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 15: Exchange Visitor Information—Add Site of Activity Screen
38
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
•
* * Site of Activity—Enter the name of the place where the EV will participate in his or
her program.
Note: For an au pair, enter the host family’s name. For secondary school students (high
school students), enter the name of the high school.
•
* Site of Activity Address—Enter the physical location of the site. Do not include a
post office box number in this address.
Note: For an au pair, enter the host family’s address. For secondary school students
(high school students), enter the address of the high school.
Note: The address that prints on the Form DS-2019 is the primary site of activity
address. Therefore, if the EV has multiple sites of activity, the site selected by the RO or
ARO as the primary site of activity (the Primary Site of Activity radio button is
selected) will be the one that prints on the Form DS-2019.
•
Remarks—Enter optional comments.
3. Click one of the following buttons:
•
Add Site of Activity—Click this button to save the data entered for this EV. The system
will display the Site of Activity Menu screen, and the information for the site will display
near the bottom of the screen.
Note: Multiple sites of activity can be added for an EV, but an EV can have only one
Primary Site of Activity. Follow the procedures above to add other sites of activity.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
• Cancel—Click this button to return to the previous page without adding a site of activity.
4. After returning to the Site of Activity Menu screen, click one of the following buttons:
• Previous—Click this button to return to the previous page of the Form DS-2019.
•
Change Primary Site of Activity—Click this button to change the EV’s primary site of
activity. See Section 2.5.2.1, Change Primary Site of Activity (EV in Draft Status), for
details.
•
Next—Click this button to advance to the next page of the Form DS-2019.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the EV’s Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
39
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.5.2.1 Change Primary Site of Activity (EV in Draft Status)
The U.S. address that prints on the EV’s Form DS-2019 is the primary site of activity address.
To change the EV’s primary site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu. Page 1 of the Form DS-2019 displays.
3. Click the Next button to advance to the Site of Activity Menu screen.
4. On the Site of Activity Menu screen, click the radio button to the left of the desired primary
site of activity.
5. Click the Change Primary Site of Activity button. A message displays stating that the
primary site of activity has been changed.
6. Click OK to return to the Site of Activity Menu screen.
2.5.2.2 Edit Site of Activity (EV in Draft Status)
If necessary, the site of activity information for an EV can be edited. To edit the site of activity
for an EV whose record is in Draft status, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu. Page 1 of the Form DS-2019 displays.
3. Click the Next button to advance to the Site of Activity Menu screen.
4. Click the Edit link in the Commands column for the site of activity to edit. The Exchange
Visitor Information—Edit Site of Activity screen displays.
5. Make the necessary updates to the data. See Section 2.5.2, Complete Page 2 of the
Form DS-2019—Site of Activity, for detailed instructions on completing the fields on this
screen.
6. Click the Update Site of Activity button to complete the process. The Site of Activity Menu
screen displays.
2.5.2.3 Delete Site of Activity (EV in Draft Status)
All EVs must have at least one site of activity. However, if the EV has multiple sites of activity
and the EV’s record in SEVIS is in Draft status, sites of activity can be deleted.
To delete a site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu. Page 1 of the Form DS-2019 displays.
3. Click the Next button to advance to the Site of Activity Menu screen.
40
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
4. Click the Delete link in the Commands column for the site of activity that is being deleted.
The Delete Site of Activity screen displays.
Note: The primary site of activity cannot be deleted. If necessary, change the primary site
of activity (see Section 2.5.2.1, Change Primary Site of Activity (EV in Draft Status)), and
then delete the other site of activity.
5. Review the data to ensure that this is the correct site of activity.
6. Click the Delete Site of Activity button to complete the process. The Site of Activity Menu
screen displays.
2.5.3 Complete Page 3 of the Form DS-2019—Dependent Information
Page 3 of the electronic Form DS-2019 is used to collect dependent information for the EV.
Data for the spouse and child dependent(s) of an EV entering the United States on J visas must
be entered into SEVIS.
Note: If the spouse or child dependent plans to enter the United States on a different type of
visa, do not enter his or her information in SEVIS.
Note: If both a husband and wife are entering the United States on J-1 visas, add the dependent
child’s information to only one SEVIS record (Form DS-2019). Do not add the dependent
child’s information to both parents’ records/Forms. Doing so will give the dependent child two
SEVIS records.
Exhibit 16: Exchange Visitor Dependents Menu Screen, is an example of Page 3 of the Form.
In Exhibit 16, a dependent has already been added for this EV. Because the record is still in
Draft status, the EV and dependent have not been assigned their SEVIS IDs.
41
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 16: Exchange Visitor Dependents Menu Screen
To complete Page 3, perform the following:
1. Click the Add Dependent link in the lower-left part of the screen. Exhibit 17: Exchange
Visitor Information—Add Dependent Screen, is an example of the screen that displays. In
Exhibit 17, the Add Dependent section of the screen has been completed.
42
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 17: Exchange Visitor Information—Add Dependent Screen
43
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
Field
1. * Family Name
2. First Name
3. Middle Name
4. Suffix
5. * Date of Birth
6. * Gender
7. * Relationship
8. * City of Birth
9. * Country of Birth
10. * Country of
Citizenship
Description/Explanation
Enter the surname or last name of the dependent. If the
dependent has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they appear on
the passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID card.
Enter the first name of the dependent. Leave this field blank if
the dependent has only one name.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names should
be entered in SEVIS exactly as they appear on the passport. In
the event the nonimmigrant does not have a passport, enter the
name as it displays on the National ID card.
Enter the middle name of the dependent. Leave this field
blank if the dependent has no middle name, or the middle
name is unknown.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names should
be entered in SEVIS exactly as they appear on the passport. In
the event the nonimmigrant does not have a passport, enter the
name as it displays on the National ID card.
Select a title, such as Junior, that may display at the end of a
person’s name.
Enter the dependent’s date of birth in MM/DD/YYYY format.
Select the dependent’s gender, male or female.
Select Spouse or Child. A dependent child must be younger
than 21 years of age.
Enter the unabbreviated name of the city where the dependent
was born.
Select the country in which the dependent was born.
Note: United States may be selected as the COB if the
dependent was born to a foreign diplomat or is an expatriate.
If the person was born in the United States or a U.S. territory,
perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
Territory is chosen… drop-down list.
Select the country in which the dependent maintains
citizenship.
44
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
11. * Country of Legal
Permanent Residence
12. Email Address
Description/Explanation
Select the country in which the dependent is an LPR.
For most dependent applicants, the country of legal permanent
residence will be the same as the COC. Some applicants,
however, will be permanent residents of other countries. Note
the difference between permanent and temporary residence.
For example, a French citizen who is teaching in Italy on a
1-year contract, and making application for a J visa from Italy,
would not be considered an LPR of Italy.
Enter an email address for the dependent. Completion of this
field is optional.
3. Click one of the following buttons:
•
Add Dependent—Click this button to automatically save the data entered and return to
the Exchange Visitor Dependents Menu screen. To add another dependent, repeat the
process described above.
Note: The dependent’s Form DS-2019 will print along with the EV’s Form when the
print feature is used.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Cancel—Click this button to return to Page 3 of the Form DS-2019 without adding a
dependent.
4. After returning to the Exchange Visitor Dependents Menu screen, click one of the following
buttons:
• Previous—Click this button to return to the previous page of the Form DS-2019.
•
Next—Click this button to advance to the next page of the Form DS-2019.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the EV’s Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
45
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.5.3.1 Edit Dependent Data (EV in Draft Status)
Dependent data may be edited. To edit the dependent’s data while the EV’s record is in Draft
status, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu. The New Exchange Visitor screen
displays.
3. Click the Next button to advance to the Site of Activity Menu screen (Exhibit 14).
4. Click the Next button to advance to the Exchange Visitor Dependents Menu screen
(Exhibit 16).
5. Click the Edit link in the Commands column for the dependent whose data are being
updated. The Exchange Visitor Information—Edit Dependent screen displays.
6. Make the necessary changes to the data. See Section 2.5.3, Complete Page 3 of the Form
DS-2019—Dependent Information, for detailed instructions for completing the fields on this
screen.
7. Click the Submit Edit button to complete the process. The Exchange Visitor Dependents
Menu screen displays.
2.5.3.2 Delete Dependent (EV in Draft Status)
The Delete Dependent option is available when the EV’s SEVIS record is in Draft status. To
delete a dependent when the EV’s status is Draft, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose dependent is being
deleted (perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu. The system displays the New Exchange
Visitor screen.
3. Click the Next button to advance to the Site of Activity Menu screen.
4. Click the Next button to advance to the Exchange Visitor Dependents Menu screen.
5. Locate the name of the dependent and click the Delete link in the Commands column to
delete his or her SEVIS record.
6. On the Delete Dependent screen, click the Delete Dependent button. The dependent is
deleted and the Exchange Visitor Dependents Menu screen displays.
2.5.4 Complete Page 4 of the Form DS-2019—Financial Information
Page 4 of the Form DS-2019 is used to collect financial information for the EV and dependents,
if any. This screen represents the final step in the creation of a record for a new EV, and the data
entered on this screen will print on the EV’s Form DS-2019. Exhibit 18: Financial Information
Screen, is an example of Page 4.
46
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: Financial data should reflect the amount of financial support provided to the EV for the
duration of his or her program shown on all Forms DS-2019.
Exhibit 18: Financial Information Screen
47
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
1. Below is a list with explanations for the fields and sections on this screen. An asterisk (*)
precedes the fields and sections that must be completed. To complete this screen, enter the
following data:
Field/Section
25. During the period covered by this
program, the total estimated
financial support (in U.S. dollars) is
to be provided to the exchange
visitor by:
Current Program Sponsor
* This program sponsor has/has
not received funding for
international exchange from one or
more U.S. Government Agency(ies)
to support this exchange visitor. If
any U.S. Government Agency(ies)
provided funding, indicate the
Agency(ies) by code below.
Description/Explanation
The EV must have at least one source of funding
listed in Sections 25 and/or 26 of the Financial
Information screen. Enter the following
information, as applicable.
Note: All dollar amounts must be entered in
SEVIS without commas and periods, and should
be rounded to the nearest whole dollar. For
example, $25,057.89 should be entered in SEVIS
as 25058.
If applicable, enter the amount, in U.S. dollars, that
the program sponsor will contribute to the EV.
Select has or has not to indicate whether the
program sponsor has received direct or indirect
funding from U.S. Government agencies. This is a
required field.
• Direct Funding—Financed in whole or in
part by the U.S. Government or the EV’s
government with funds contributed directly
to the EV in connection with his or her
participation in an Exchange Visitor
Program.
•
Indirect Funding—Financed by one of the
following:
–
An international organization with
funds contributed by either the U.S.
Government or the EV’s government
for use in financing international
educational and cultural exchanges.
–
An organization or institution with
funds made available by either the U.S.
Government or the EV’s government
for the purpose of furthering
international educational and cultural
exchanges.
Note: If has is selected in response to this
statement, complete Section 26 of the electronic
Form DS-2019.
48
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
26. * Financial Support from
organizations other than the
sponsor will be provided by one of
the following:
U.S. Government Agency(ies)
[maximum of two]
International Organization(s)
[maximum of two]
The Exchange Visitor’s
Government
The Binational Commission of
the Exchange Visitor’s Country
All other organizations providing
support
Enter names of other
organizations below.
Personal Funds
Description/Explanation
The EV must have at least one source of funding
listed in Sections 25 and/or 26 of the Financial
Information screen.
If necessary, complete one or more of the fields in
this section.
Note: All dollar amounts must be entered in
SEVIS without commas and periods, and should
be rounded to the nearest dollar. For example,
$25,057.89 should be entered in SEVIS as 25058.
Select the agency from which the EV has received
funding, and enter the amount in U.S. dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name
and amount of funding will print on the
Form DS-2019.
Select the organization from which the EV has
received funding, and enter the amount in U.S.
dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name
and amount of funding will print on the
Form DS-2019.
Enter the amount, in U.S. dollars, that the EV’s
government is contributing.
Enter the amount, in U.S. dollars, that the
Binational Commission is contributing.
Enter the total amount, in U.S. dollars, that all
other organizations are contributing.
Enter each organization name and the amount of
money being given to the EV. For example, ABC
Agency (500), DEF Organization (2500), XYZ
(2000). (Only 80 characters can be entered into
this field.)
The names and amounts of funding will print on
the Form DS-2019.
Enter the amount, in U.S. dollars, that the EV is
contributing.
49
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Click one of the following buttons:
•
Previous—Click this button to return to the previous page of the Form DS-2019.
WARNING: Be sure to save the data entered on this page before selecting the Previous
button. The unsaved data that were entered on this page will be lost if not saved first.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Submit DS-2019—Click this button to save the EV’s Form to SEVIS. See Section 2.5.5,
Submit the Form DS-2019, for additional information.
•
Save Draft—Click this button to save the data entered. Saving the data will allow an RO
or ARO to return to the record later and complete and/or submit it to SEVIS.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the EV’s Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
2.5.5 Submit the Form DS-2019
To submit an EV’s record to SEVIS, click the Submit DS-2019 button on the Financial
Information screen, the last page of the electronic Form DS-2019. The system will display a
message stating that the record has been successfully created. This message screen will also
show the first and last name, and the SEVIS ID for the EV and each dependent, if any.
Note: If the submission is not successful, an error message will display stating the reason.
Correct the error(s) indicated and then submit the Form again.
When the Form is successfully submitted, print a final copy of the Form DS-2019 for the EV and
dependents, if any. See Section 2.5.6, Print a Draft or Final Form DS-2019, for instructions.
Click the Return button to go to the Listing of Programs screen.
Note: The purpose that prints on the Form will be “Begin New Program; accompanied by
number (count) of immediate family members,” where “count” indicates how many dependents
an EV has, if any.
2.5.6 Print a Draft or Final Form DS-2019
A draft or final copy of the Form DS-2019 can be printed from various screens within SEVIS.
The final Form can also be printed following submission of the Form in SEVIS. A draft copy of
the Form DS-2019 is identified by the word “draft” printed on the top of the Form. The SEVIS
ID for the EV and/or dependent(s) and bar code will not be printed on the draft Form. The draft
Form DS-2019 can be printed prior to submission of the Form so that the data can be reviewed
for accuracy. Changes to the Form can be made prior to submission. When the Form DS-2019
for a new EV and/or dependent(s) is submitted in SEVIS, the status of the records for the EV and
dependent(s) will change from Draft to Initial status.
50
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
A final Form DS-2019 should be printed for a new EV following submission of the Form in
SEVIS. The final Form includes the bar code and SEVIS ID, and “draft” is removed from the
top of the Form.
Note: The printed final Form will have the EV’s or dependent’s SEVIS ID in the upper-right
corner, above the bar code. It begins with the letter “N,” which is followed by 10 digits (for
example, “N1234567890”).
Note: See Section 2.6.2.3.3, Reprint Form DS-2019 for a Dependent in Initial Status, for
instructions on reprinting the Form for dependents.
Note: If Adobe Reader Version 5.0 or higher is not installed on the computer being used, see
Appendix B, Download the Latest Version of Adobe Reader, for instructions.
To print a copy of the Form DS-2019, perform the following:
1. Click the Print Draft DS-2019 or the Print Final DS-2019 button. A new browser window
opens and the Form DS-2019 displays using Adobe Reader from which a copy of the Form
can be sent to a designated printer.
Note: During the launch of Adobe Reader, a File Download window may display. To
prevent this window from displaying in the future, click the box next to always ask before
opening this type of file to remove the check mark. Select the Open button to view the
Form DS-2019.
2. When the Form DS-2019 displays in the Adobe Reader window, use the scroll bar on the
right side of the window to view additional pages of the Form.
3. Click the Print (
) button on the Adobe Reader toolbar. The Print window displays.
4. Ensure that the name of the printer is listed in the Name field in the Print window. If it does
not show the correct printer, click the down arrow to the right of the field and select the
correct printer.
5. Click OK and the Form will be printed on the designated printer.
6. Click the Close (
) button on the Adobe Reader window to close the window.
7. Sign the final SEVIS-generated Form DS-2019 in blue ink and forward it to the EV and
dependents, if any. See Section 2.5.7, Signature on SEVIS Form DS-2019, for instructions
regarding the signature on the Form.
Note: If an EV is subject to the Two-Year Home-Country Physical-Presence Requirement
(Section 212(e) of the Immigration and Nationality Act and Public Law (PL) -94-484, as
amended), the appropriate boxes will be checked on the printed Form DS-2019.
51
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.5.7 Signature on SEVIS Form DS-2019
According to regulations, SEVIS-generated Forms DS-2019 should be printed in black ink and
the original copy of the Form DS-2019 must be signed in blue ink. Signing the Form in blue ink
permits anyone viewing the Form to easily distinguish an original copy from a photocopy.
Note: The Form must be signed by the RO or ARO whose name is printed on the copy of the
Form that will be provided to the EV and dependents, if any.
Do not send copies of the SEVIS Forms DS-2019 to DoS. There is no longer a need to send a
copy of the Form DS-2019 to the Department. SEVIS electronically collects and maintains
information submitted to generate Forms DS-2019 issued to potential EVs and their dependents.
2.5.8 Reprint a Form DS-2019
When an EV is in Initial or Active status or a dependent is in Active status, his or her
Form DS-2019 may be reprinted for the following reasons:
• Replace a Form DS-2019 (Damaged)
•
Replace a Form DS-2019 (Lost)
•
Replace a Form DS-2019 (Stolen)
•
Other—Text that is entered in the If Other, Please Comment text box will print in the
Purpose of the Form section of the Form DS-2019
When a dependent is in Initial status, his or her Form DS-2019 may be reprinted for the
following reasons:
• Permit EV’s (count) dependents to enter United States separately (where “count” is the
number of dependents for the selected EV).
•
Begin new program; accompanied by number (count) of immediate family members
(where “count” is the number of dependents for the selected EV).
•
Other—Text that is entered in the If Other, Please Comment text box will print in the
Purpose of the Form section of the Form DS-2019.
Note: If Adobe Reader Version 5.0 or higher is not installed on the computer being used, see
Appendix B, Download the Latest Version of Adobe Reader, for instructions.
To reprint a Form, perform the following:
1. Access the Exchange Visitor Information screen (see Exhibit 19, Exchange Visitor
Information Screen—Initial Status, or Exhibit 23, Exchange Visitor Information Screen—
Active Status) or the Exchange Visitor Information—Dependent Information screen.
2. Click the Reprint DS-2019 link on the Actions menu (left side of screen). The Reprint
DS-2019 screen displays.
52
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Select the appropriate reason for reprinting the Form. If Other is selected, enter an
explanation in the text box provided. For example, if reprinting the Form for a participant in
Initial status because the first attempt to print failed, select Other as the reason and enter the
following comment in the If Other, Please Comment text box, “Begin New Program.”
4. Enter optional comments in the Remarks text box.
5. Click the Reprint DS-2019 button. A message displays stating that the update has been
successful (the reason for reprinting the Form has been saved to SEVIS).
6. Click the Print Final DS-2019 button. A new browser window opens and the
Form DS-2019 displays using the Adobe Reader from which a copy of the Form can be sent
to a designated printer.
Note: During the launch of Adobe Reader, a File Download window may display. To
prevent this window from displaying in the future, click in the box next to always ask before
opening this type of file to remove the check mark. Click the Open button to view the
Form DS-2019.
7. When the Form DS-2019 displays in the Adobe Reader window, use the scroll bar on the
right side of the window to view additional pages of the Form.
8. Click the Print (
) button on the Adobe Reader toolbar. The Print window displays.
9. Ensure the name of the printer in the Name field is the printer from which the Form will
print. If it does not show the correct printer, click the down arrow to the right of the field
and select the correct printer.
10. Click OK and the Form DS-2019 will be printed on the designated printer.
11. Click the Close (
) button on the Adobe Reader window to close the window.
Note: The Form DS-2019 must be signed in blue ink by the RO or ARO whose name is printed
on the Form.
Note: If an EV is subject to the Two-Year Home-Country Physical-Presence Requirement
(Section 212(e) of the Immigration and Nationality Act and PL-94-484, as amended), the
appropriate boxes will be checked on the printed Form DS-2019.
53
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.6
Exchange Visitor Information Screen—Initial Status
The Exchange Visitor Information screen provides a snapshot of the information that has been
entered on the Form DS-2019. On the left side of the screen there are links to the actions
available for EVs whose records are in Initial status. Exhibit 19: Exchange Visitor Information
Screen—Initial Status, is an example of the screen.
Note: Initial status indicates that the EV and/or dependent records have been created and
submitted (saved to the SEVIS database) but the EV has not entered the United States or has not
reported to the program sponsor and has not been validated in SEVIS. Validation is the process
of updating the record to show that the EV has actually arrived at the site of activity in the
United States identified by the program sponsor and is participating in his or her program.
54
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 19: Exchange Visitor Information Screen—Initial Status
The links on the Actions menu (left side of screen) provide the capability to amend the EV’s
program, validate the EV’s participation, reprint the EV’s Form DS-2019, and perform other
processes on the record of an EV. The options on the Edits menu provide the capability to edit
the EV’s and/or dependent’s data. The menu options are discussed in detail in the following
sections.
55
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.6.1 Actions Menu—EV in Initial Status
When an EV is in Initial status, the Actions menu contains the following five options:
• Amend Program
•
Cancel EV
•
No Show
•
Reprint DS-2019
• Validate Program Participation
The following sections contain detailed instructions for using each of these options.
2.6.1.1 Amend Program (EV in Initial Status)
The Amend Program link is available to update an EV’s program start date and/or end date in
SEVIS at any time prior to validation of the EV’s program participation.
Note: If an EV will be arriving late, his or her program begin date must be amended before
validating his or her program participation.
To amend an EV’s program, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Amend Program link on the Exchange Visitor Information Screen—Initial Status
(see Exhibit 19). The system displays the Amend Program screen, which contains summary
data for the selected EV, including the program begin and end dates.
3. Change the program begin date (must be today’s date or a date in the future) and/or end
date(s).
4. Enter an explanation in the Remarks text box; this is a required field.
5. Click the Amend Program button to save the changes to the SEVIS database.
6. On the message screen, click the Print Final DS-2019 button to print an updated copy of the
Form, sign it in blue ink, and provide it to the EV and dependents, if any. See Section 2.5.6,
Print a Draft or Final Form DS-2019, for printing instructions.
7. Click the Return to Exchange Visitor button to return to the Exchange Visitor Information
screen and view the new data.
2.6.1.2 Cancel Exchange Visitor (EV in Initial Status)
The Cancel EV option is available only when the EV is in Initial status. Examples of when to
use this option include:
• The EV has duplicate records that you wish to mark invalid—the record will remain in
the SEVIS database with a status of Invalid.
56
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
You have learned that the EV is not coming to your program for reasons such as the
inability to obtain a visa, personal issues, etc.
•
You have knowledge that the EV used fraudulent documents to enroll in your program.
To cancel an EV record, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being canceled
(perform a search for the record or use the EV Lists link).
2. Click the Cancel EV link on the Actions menu (left side of screen) to access the Cancel EV
screen.
3. Enter an explanation for the cancelation in the Remarks text box; this is a required field.
4. Click the Cancel EV button to complete the process. The system displays a message stating
that the EV’s record has been canceled; the status of the EV and any dependents is Invalid.
Note: When an EV’s record is canceled, the system increases the allotment of Forms DS-2019
available to the program by one.
2.6.1.3 Set EV’s Status to No Show (EV in Initial Status)
The No Show status is used to indicate that the EV’s program participation has not been
validated by the RO or ARO in SEVIS. When an EV’s status is No Show, the EV has violated
the Exchange Visitor Program regulations. This has an adverse, or negative, effect on the EV’s
record, and on the record of each dependent of the EV. EVs with a SEVIS status of No Show
have no benefits (for example, extension, change of category, or reinstatement).
If a program sponsor receives information that a potential EV participant has entered the United
States and has not reported for participation, an RO or ARO may:
• Set the EV’s status to No Show.
or
•
Allow SEVIS to automatically change the EV’s status to No Show for the following
reasons:
–
It is 30 days after the program begin date listed on the Form DS-2019 that was
issued to an EV to begin a new program and the EV has entered the United States
through a port of entry but has not been validated.
–
If an EV who is in Initial status has not had his/her program participation validated
30 days after the change of status benefit start date or the program start date,
whichever is earlier.
The No Show option is only available for an EV when he or she is in Initial status.
WARNING: DO NOT use the No Show option to cancel a duplicate record or a record that has
been issued in error. Use the Cancel EV option; otherwise, duplicate records will be canceled
automatically by the system.
57
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
To set the EV’s SEVIS status to No Show, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the No Show link on the Actions menu. The system displays the No Show screen.
3. Review the data to ensure this is the potential EV participant whose status is being changed
to No Show.
4. If this is not the correct record, click the Cancel button. Otherwise, click the No Show
button. The system displays a message stating that the record has been successfully updated.
5. Click the Return to Exchange Visitor button to view the EV’s record. The EV and
dependents, if any, now have a status of No Show.
2.6.1.4 Reprint Form DS-2019 (EV in Initial Status)
See Section 2.5.8, Reprint a Form DS-2019, for printing instructions.
2.6.1.5 Validate Program Participation (EV in Initial Status)
When an EV arrives in the United States to begin his or her program, the SEVIS record
(Form DS-2019) must be validated.
WARNING—PROGRAMS LESS THAN 30 DAYS IN DURATION: If the EV’s program is
less than 30 days in length, failure to validate the EV’s SEVIS record to indicate his or her
participation before the program end date listed in SEVIS will result in cancelation of the EV’s
record in SEVIS. The EV’s SEVIS status will automatically change to:
• No Show if SEVIS has received information that the EV entered the country through a
POE
•
Invalid if SEVIS has not received information that the EV entered the United States
through a POE
WARNING—PROGRAMS GREATER THAN 30 DAYS IN DURATION: If the EV’s
program is greater than 30 days in length, failure to validate the EV’s SEVIS record to indicate
his or her participation within 30 days of the program start date listed in SEVIS will result in
cancelation of the EV’s record in SEVIS, as stipulated in the Exchange Visitor Program
regulations. (See 22 CFR 62.70(d), Validation of Program Participation.) The EV’s SEVIS
status will automatically change to:
• No Show if SEVIS has received information that the EV entered the country through a
POE
•
Invalid if SEVIS has not received information that the EV entered the United States
through a POE
Note: If an EV arrives at a time that is different from the program start date listed in SEVIS, his
or her program begin date must be amended before validating the EV’s program participation
(see Section 2.6.1.1, Amend Program (EV in Initial Status), for instructions).
58
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: Once validated, the EV’s program begin date cannot be changed. If necessary, change the
EV’s begin date by amending his or her program (see Section 2.6.1.1, Amend Program (EV in
Initial Status), for instructions). Then, validate the EV’s program participation.
To validate an EV’s program participation, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose program participation is
being validated (perform a search for the record or use the EV Lists link).
2. Click the Validate Program Participation link on the Actions menu (left side of screen) to
access the Validate Program screen. Exhibit 20: Validate Program Screen, is an example of
this screen.
59
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 20: Validate Program Screen
60
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Review the EV’s data. The system displays the U.S. address currently in SEVIS. Update the
current U.S. address (residence) for the EV (22 CFR 62.79(d), Sanctions), if necessary.
Note: When entering data for secondary school students (high school students), enter the
name of the host family in the Address 1 field and enter the street address for this residence
in the Address 2 field. For an au pair, enter the host family’s name and address.
Note: Check the program begin date for the EV to make sure that it is a valid date and that it
accurately reflects the original program begin date for the EV. If the program begin date is
incorrect, make the necessary adjustments using the Amend Program link on the Exchange
Visitor Information screen; do not continue with the validation process.
4. Passport, visa, and POE information may be received from other systems. However, if the
fields are not filled in, the following data may be entered, if available:
• Passport Number
•
Passport Issuing Country
•
Passport Expiration Date
•
Visa Number
•
Post/Country of Visa Issuance
•
Visa Expiration Date
•
Visa Issue Date
•
Admission Number
•
Port of Entry
•
Date of Entry
5. Click one of the following buttons:
•
•
Validate Program—The system will display the Listing of Programs screen. The
SEVIS status of the EV and dependents, if any, is Active. There is no need to print a new
Form for the EV and/or dependent unless the Form has been lost, stolen, or damaged.
Note: The current U.S. address (where the EV will reside) is collected in SEVIS but
does not print on the Form DS-2019. Therefore, do not print a new Form for the EV.
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Cancel—Click this button to return to the Exchange Visitor Information screen without
validating the EV’s program participation.
•
Print Draft DS-2019—There is no need to use this button.
2.6.2 Edits Menu—EV in Initial Status
Prior to receipt of visa information for an EV, the Edits menu will contain the following options:
• Biographical Information
•
Category and Subject/Field
61
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
Dependents
•
Financial Information
• Site of Activity
The following sections provide detailed instructions for using these options.
2.6.2.1 Edit Category and Subject/Field (EV in Initial Status)
The Category and Subject/Field option is only available when the EV is in Initial status. This
option is used to modify the EV’s category and/or subject/field of study prior to the EV
obtaining a visa.
Note: Under Regulation 8 CFR 214.5, an EV from a country on the restricted country list may
not engage in or seek to obtain training in aviation maintenance, flight operations, or
nuclear-related studies or training. Therefore, you may not create or update an EV’s personal or
program information as follows:
• If an EV’s COB or COC is on the restricted country list, you may not select or update his
or her field of study to training in aviation maintenance, flight operations, or
nuclear-related studies or training.
•
If an EV’s field of study is in aviation maintenance, flight operations, or nuclear-related
studies or training, you may not select or update his or her COB or COC to a country that
is on the restricted country list.
To modify these data, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose information is being
changed (perform a search for the record or use the EV Lists link).
2. Click the Category and Subject/Field link on the Edits menu. Exhibit 21: Category and
Subject/Field Screen, is an example of the screen that displays.
62
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 21: Category and Subject/Field Screen
3. To change the EV’s category, select an option from the Exchange Visitor Category
drop-down list.
4. To change the EV’s occupational category, select an option from the drop-down list. This
option is available for EVs participating in Training and Internship programs only.
5. To change the EV’s field of study, perform the following:
a. Click the Select button to display the Select Subject/Field Code screen.
b. Make a selection from the Category drop-down list.
63
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
c. Click the Search button to view the list of subjects associated with the selected
category. Exhibit 22: Select Subject/Field Code Screen, is an example of the screen
that displays.
Exhibit 22: Select Subject/Field Code Screen
d. Find the subject that most closely matches the EV’s field of study and click its code,
at the left end of the row. The screen automatically returns to the Category and
Subject/Field screen and the final selection is displayed. If necessary, repeat Step 5
to change the subject/field of study.
6. Enter an explanation in the Subject/Field Remarks text box; this is a required field. Do
not use hard returns (that is, do not press the Enter key) when entering text; doing so
may make the text wrap and print in Section 5 of the Form DS-2019. Exhibit 13:
Subject/Field Remarks is an example of how the text may print when hard returns are
used.
Note: The text may be shortened on the printed Form DS-2019 if it is longer than the
available space. However, the entire text can be viewed in SEVIS.
7. For a college/university student intern, update the Student Intern Foreign Degree
and/or Student Intern Foreign Field of Study field, if necessary.
8. Click the Submit button. A message displays stating that the EV’s record has been
successfully updated.
64
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
9. On the message screen, click the Print Final DS-2019 button to print a new Form, sign it
in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6, Print a
Draft or Final Form DS-2019, for printing instructions.)
Note: The following will print in the “Purpose of the Form” section of the Form, “Begin
New Program — Category/Subject/Field Modified.”
2.6.2.2 Edit Biographical Information and U.S. Address (EV in Initial Status)
The Biographical Information option provides access to the Edit Biographical Information
screen for the selected EV, which is used to modify biographical data, including a U.S. address.
In accordance with the regulations (22 CFR 62.70(b), SEVIS Reporting Requirements), an RO
or ARO must update the actual and current U.S. address information within 21 days of being
notified by a participant of a change in his or her address.
Note: The Biographical Information option is not available after a visa has been issued to the
EV. To edit the biographical data after the EV has obtained a visa and is still in Initial status,
you must wait until the EV arrives in the United States and has his or her program participation
validated in SEVIS.
To edit the EV’s biographical information, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose information is being
changed (perform a search for the record or use the EV Lists link).
2. Click the Biographical Information link on the Edits menu. The Biographical Information
screen displays.
3. Make the necessary updates to the EV’s biographical information. For detailed instructions
on how to complete this screen, see Section 2.5.1, Complete Page 1 of the Form DS-2019—
Personal Information.
Note: Under Regulation 8 CFR 214.5, an EV from a country on the restricted country list
may not engage in or seek to obtain training in aviation maintenance, flight operations, or
nuclear-related studies or training. Therefore, you may not create or update an EV’s personal
or program information as follows:
• If an EV’s COB or COC is on the restricted country list, you may not select or update
his or her field of study to training in aviation maintenance, flight operations, or
nuclear-related studies or training.
•
If an EV’s field of study is in aviation maintenance, flight operations, or
nuclear-related studies or training, you may not select or update his or her COB or
COC to a country that is on the restricted country list.
4. Click the Update Information button to save the changes. The system displays a message
stating that the record has been successfully updated.
5. Click the Print Final DS-2019 button to print a new Form, sign it in blue ink, and provide it
to the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final Form DS-2019,
for printing instructions.
65
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: If the EV’s SEVIS record is in Initial status and the EV has not obtained a visa, when
biographical data are updated, the purpose that will print on the Form will be, “Begin New
Program—Biographical Information Modified.”
2.6.2.3 Add/Edit Dependent Data
The Dependents link on the Exchange Visitor Information screen for an EV in Initial or Active
status provides the capability to make the following additions, corrections, and/or updates to
dependent records:
• Add dependents
•
Edit dependent data
•
Reprint the dependent’s Form DS-2019
• Indicate that the dependent is a “no show”
The following sections contain detailed instructions for completing each of these processes.
2.6.2.3.1
ADD DEPENDENT (EV IN INITIAL OR ACTIVE STATUS)
Dependents can be added to an EV’s record when the EV’s SEVIS status is Initial. However,
the Add Dependent option is not available after a visa has been issued to the EV. To add a
dependent after the EV has obtained a visa and is still in Initial status, you must wait until the EV
arrives in the United States and has his or her program participation validated in SEVIS. The
dependent will have to travel to the United States later to join the EV.
Note: If both a husband and wife are entering the United States on J-1 visas, add the dependent
child’s information to only one SEVIS record (Form DS-2019). Do not add the dependent
child’s information to both parents’ records/Forms. Doing so will give the dependent child two
SEVIS records.
To add a dependent to the record of an EV who is currently in Initial status, perform the
following:
1. Access the Exchange Visitor Information screen for the EV whose information is being
updated (perform a search for the record or use the EV Lists link).
2. Click the Dependents link on the Edits menu. The system displays the Exchange Visitor
Dependents Menu screen.
3. Click the Add Dependent link near the bottom of the screen. The system displays the
Exchange Visitor Information—Add Dependent screen.
4. To complete this screen, enter the following data (an asterisk (*) precedes the fields that must
be completed):
Field
1. * Family Name
Description/Explanation
Enter the surname or last name of the dependent. If the
dependent has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised
66
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
2. First Name
3. Middle Name
4. Suffix
5. * Date of Birth
6. * Gender
7. * Relationship
8. * City of Birth
9. * Country of Birth
10. * Country of Citizenship
Description/Explanation
that names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Enter the first name of the dependent. Leave this field
blank if the dependent has only one name.
Note: Even though this is not a required field in SEVIS,
the DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Enter the middle name of the dependent. Leave this
field blank if the dependent has no middle name, or the
middle name is unknown.
Note: Even though this is not a required field in SEVIS,
the DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays
on the National ID card.
Select a title, such as Junior, that may display at the end
of a person’s name.
Enter the dependent’s date of birth in MM/DD/YYYY
format.
Select the dependent’s gender, male or female.
Select Spouse or Child. A dependent child must be
younger than 21 years of age.
Enter the unabbreviated name of the city where the
dependent was born.
Select the country in which the dependent was born.
Note: United States may be selected as the COB if the
dependent was born to a foreign diplomat or is an
expatriate. If the person was born in the United States
or a U.S. territory, perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
Territory is chosen… drop-down list.
Select the country in which the dependent maintains
citizenship.
67
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
11. * Country of Legal
Permanent Residence
12. Email Address
Description/Explanation
Select the country in which the dependent is an LPR.
For most dependent applicants, the country of legal
permanent residence will be the same as the COC.
Some applicants, however, will be permanent residents
of other countries. Note the difference between
permanent and temporary residence. For example, a
French citizen who is teaching in Italy on a 1-year
contract, and making application for a J visa from Italy,
would not be considered an LPR of Italy.
Enter an email address for the dependent. Completion
of this field is optional.
5. Click one of the following buttons:
•
Add Dependent—Click this button to complete the process. A message displays stating
that the dependent has been successfully added.
Click the Print Final DS-2019 button to print the dependent’s Form. See Section 2.5.6,
Print a Draft or Final Form DS-2019, for instructions.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Cancel—Click this button to return to the Exchange Visitor Dependents Menu screen
without adding a dependent.
2.6.2.3.2
EDIT DEPENDENT DATA (DEPENDENT IN INITIAL OR ACTIVE STATUS)
Dependent biographical information can be updated while the EV’s SEVIS status is Initial or
Active. However, when the EV is in Initial status, the Edit Dependent option is not available
after a visa has been issued to the EV. To edit a dependent’s data after the EV has obtained a
visa and is still in Initial status, you must wait until the EV arrives in the United States and has
his or her program participation validated in SEVIS.
To edit the dependent’s biographical data, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose dependent’s information
is being changed (perform a search for the record or use the EV Lists link).
2. Click the Dependents link on the Edits menu. The system displays the Exchange Visitor
Dependents Menu screen.
3. Click the dependent’s SEVIS ID link (for example, N1234567890) to access the Exchange
Visitor Information—Dependent Information screen.
4. Click the Edit link on the Actions menu to display the Exchange Visitor Information—Edit
Dependent screen.
68
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
5. Scroll to the Edit Dependent section of the screen and make the necessary changes to the
screen. See Section 2.5.3, Complete Page 3 of the Form DS-2019—Dependent Information,
for detailed instructions on completing the fields on this screen.
6. Click one of the following buttons:
•
Submit Edit—Click this button to complete the process. The system displays a message
stating that the update to the dependent’s data has been successfully saved to SEVIS.
Note: Click the Print Final DS-2019 button on the message screen to print a copy of the
dependent’s Form. See Section 2.5.6, Print a Draft or Final Form DS-2019, for
instructions.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Cancel—Click this button to return to the Exchange Visitor Dependents Menu screen
without updating the dependent’s data.
2.6.2.3.3
REPRINT FORM DS-2019 FOR A DEPENDENT IN INITIAL STATUS
When a dependent is in Initial status, his or her Form DS-2019 can be reprinted for the following
reasons:
• Permit EV’s (count) dependents to enter United States separately (where “count” is the
number of dependents for the selected EV).
•
Begin new program; accompanied by number (count) of immediate family members
(where “count” is the number of dependents for the selected EV).
•
Other—Text that is entered in the If Other, Please Comment text box prints in the
“Purpose of the Form” section of the Form DS-2019.
Note: If Adobe Reader Version 5.0 or higher is not installed on the computer being used, see
Appendix B, Download the Latest Version of Adobe Reader, for instructions.
To reprint the Form for a dependent, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose dependent’s Form is being
reprinted (perform a search for the record or use the EV Lists link).
2. Click the Dependents link on the Edits menu. The system displays the Exchange Visitor
Dependents Menu screen.
3. Click the dependent’s SEVIS ID link (for example, N1234567890) to access the Exchange
Visitor Information—Dependent Information screen.
4. Click the Reprint DS-2019 link on the Actions menu to display the Reprint DS-2019 screen.
5. Select a reprint reason from the drop-down list. If Other is selected, provide an explanation
in the text box provided.
6. Click the Reprint DS-2019 button. A message displays stating that the update has been
successful (the reason for reprinting the Form has been saved to SEVIS). The reprint reason
selected will print on the Form.
69
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
7. Click the Print Final DS-2019 button on the message screen to print a new Form. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for detailed printing instructions.
2.6.2.3.4
SET DEPENDENT’S STATUS TO NO SHOW (EV IN INITIAL STATUS)
The status of the dependent can be set to No Show separately from the EV. When a dependent’s
status is No Show, the dependent has violated the Exchange Visitor Program regulations. This
has an adverse, or negative, effect on the dependent’s record.
Note: Setting a dependent’s status to No Show has no effect on the EV’s record.
To change a dependent’s status to No Show, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose dependent is being
marked as “no show” (perform a search for the record or use the EV Lists link).
2. Click the Dependents link on the Edits menu. The system displays the Exchange Visitor
Dependents Menu screen.
3. Click the dependent’s SEVIS ID link (for example, N1234567890) to access the Exchange
Visitor Information—Dependent Information screen.
4. Click the No Show link on the Actions menu to display the No Show screen.
5. Review the data to ensure that this is the dependent whose status is being changed to No
Show.
6. Click the No Show button. The system displays the Exchange Visitor Dependents Menu
screen and the dependent’s status is No Show.
2.6.2.4 Edit Financial Information (EV in Initial Status)
An EV’s financial information can be edited when the EV is in Initial status. However, the
Financial Information option is not available after a visa has been issued to the EV. To edit
financial data after the EV has obtained a visa and is still in Initial status, you must wait until the
EV arrives in the United States and has his or her program participation validated in SEVIS.
To edit an EV’s financial data while the EV is in Initial status, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose data are being updated
(perform a search for the record or use the EV Lists link).
2. Click the Financial Information link on the Edits menu. The system displays the Edit
Financial Information screen.
3. Make the necessary updates. See Section 2.5.4, Complete Page 4 of the Form DS-2019—
Financial Information, for a detailed description of each field and/or section on the screen.
Note: Financial data should reflect the amount of financial support provided to the EV for
the duration of his or her program shown on all Forms DS-2019.
4. Click the Update Information button. A message displays stating that the data have been
successfully updated.
70
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.6.2.5 Edit Site of Activity (EV in Initial Status)
An EV’s site of activity information can be edited when the EV is in Initial status. However, the
Site of Activity option is not available after a visa has been issued to the EV. To edit a site of
activity after the EV has obtained a visa and is still in Initial status, you must wait until the EV
arrives in the United States and has his or her program participation validated in SEVIS.
To edit the site of activity information for an EV in Initial status, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose data are being updated
(perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The system displays the Site of Activity
Menu screen.
3. Click the Edit link for the Site of Activity listed near the bottom of the screen. The
Exchange Visitor Information—Edit Site of Activity screen displays.
4. Make the necessary changes to the name and address for the site of activity.
5. Click the Update Site of Activity button. A message displays stating that the data have been
successfully updated in SEVIS.
6. If the updated site of activity is the primary site of activity, print a copy of the
Form DS-2019, sign it in blue ink, and provide it to the EV and dependents, if any. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
2.6.2.6 Add Site of Activity (EV in Initial Status)
When an EV is in Initial status, sites of activity can be added to his or her Form DS-2019.
However, the Site of Activity option is not available after a visa has been issued to the EV. To
add a site of activity after the EV has obtained a visa and is still in Initial status, you must wait
until the EV arrives in the United States and has his or her program participation validated in
SEVIS.
All EVs must have at least one site of activity. However, multiple sites of activity may be added
for an EV. To add a site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV for whom a site of activity is
being added (perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The system displays the Site of Activity
Menu screen.
3. Click the Add Site of Activity link near the bottom of the screen. The Add Site of Activity
screen displays.
4. Below is a brief description or explanation of the fields on this screen. An asterisk (*)
precedes the fields that must be updated. To complete this screen, enter/modify the
following data:
•
* Site of Activity—Enter the name of the place where an EV will participate in his or her
program.
71
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: For an au pair, enter the host family’s name. For secondary school students (high
school students), enter the name of the high school.
•
* Site of Activity Address—Enter the physical location of the site. Do not include a
post office box number in this address. For an au pair, enter the host family’s address.
For secondary school students (high school students), enter the address of the high
school.
Note: The address that prints on the Form DS-2019 is the EV’s primary site of activity
address. Therefore, if the EV has multiple sites of activity, the site selected by the RO or
ARO as the primary site of activity (the Primary Site of Activity radio button is
selected) will be the one that prints on the Form DS-2019.
•
Remarks—Enter optional comments.
5. Click one of the following buttons:
•
•
Add Site of Activity—Click this button to save the data entered for this EV. A message
displays stating that the data have been successfully saved to SEVIS. On the message
screen, if data for the primary site of activity have been updated, click the Print Final
DS-2019 button to print the Form and provide it to the EV and dependents, if any. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions. Otherwise,
click the Return to Exchange Visitor button to view the Exchange Visitor Information
screen; some of the information for the site that has been added will be included below
the EV’s information.
Note: Multiple sites of activity can be added for an EV; follow the procedures above to
add other sites of activity.
Reset Values—Click this button to clear all entries on the screen.
•
Cancel—Click this button to return to the previous page without adding a site of activity.
2.6.2.7 Change Primary Site of Activity (EV in Initial Status)
The U.S. address that prints on the EV’s Form DS-2019 is the primary site of activity address.
When an EV has more than one site of activity, the primary site of activity can be changed.
To change the EV’s primary site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The Site of Activity Menu screen displays.
3. Click the radio button to the left of the primary site of activity.
4. Click the Change Primary Site of Activity button. A message displays stating that the
primary site of activity has been changed.
5. Click the Print Final DS-2019 button on the message screen to print an updated copy of the
Form, sign it in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6,
Print a Draft of Final Form DS-2019, for printing instructions.) Otherwise, click the Return
to Exchange Visitor button to return to the Exchange Visitor Information screen.
72
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.6.2.8
Delete Site of Activity (EV in Initial Status)
All EVs must have at least one site of activity. However, if an EV has multiple sites of activity,
the EV’s SEVIS status is Initial, and the EV has not obtained a visa, sites of activity can be
deleted.
To delete a site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The Site of Activity Menu screen displays.
3. Click the Delete link in the Commands column for the site of activity that is being deleted.
The Delete Site of Activity screen displays.
Note: The primary site of activity cannot be deleted. If necessary, change the primary site
of activity, and then continue with the deletion process.
4. Review the data to ensure that this is the correct site of activity.
5. Click the Delete Site of Activity button to complete the process. A message displays stating
that the deletion has been successful.
6. If necessary, click the Print Final DS-2019 button to print the Form, sign it in blue ink, and
provide a copy to the EV and dependents, if any.
2.7
Exchange Visitor Information Screen—Active Status
The Exchange Visitor Information screen provides a snapshot of the information that has been
entered on the Form DS-2019. On the left side of the screen are links to the actions, edits, and
transfer possibilities appropriate to the EV’s current status. Exhibit 23: Exchange Visitor
Information Screen—Active Status, is an example of the screen.
73
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 23: Exchange Visitor Information Screen—Active Status
The following sections provide information about each of the options on the Actions, Edit,
Employment (available for college/university students only), Transfer, and View menus.
74
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1 Actions Menu—EV in Active Status
The options/links on the Actions menu provide access to the following processes, which are
listed in alphabetical order:
• Alternate Between Professor and Research Scholar—Only available for Professor and
Research Scholar EVs if the program sponsor has been designated for both Professor and
Research Scholar categories.
•
Cancel Change of Category Request—Only available if a Change of Category Request
has been submitted to, but not processed by, DoS.
•
Cancel Extension Beyond the Maximum Duration of Participation Request—Only
available if an Extension Beyond the Maximum Duration of Participation Request has
been submitted to, but not processed by, DoS.
•
Cancel Out of Country—Only available if a professor or research scholar EV has been
identified by the RO or ARO as currently participating in his or her program while
outside the United States and the out of country end date has not been reached.
•
Cancel Reinstatement – Update SEVIS Status Request—Only available if a
Reinstatement – Update SEVIS Status request has been submitted to, but not processed
by, DoS. See Section 2.10, SEVIS Correction Procedures, for instructions.
•
Change of Category
•
Correct Minor or Technical Infraction
•
Correct SEVIS Status—See Section 2.10, SEVIS Correction Procedures, for instructions.
•
Create Out of Country—Should only be used to identify a professor or research scholar
EV who is continuing to participate in the program activity for which he or she has been
sponsored and who is currently in the United States; the EV is not outside the country.
•
End Program for Exchange Visitor
•
Extension Beyond the Maximum Duration of Participation
•
Extension Within the Maximum Duration of Participation
•
Matriculation—Only available for college and university students.
•
Reinstatement – Update SEVIS Status—See Section 2.10, SEVIS Correction Procedures,
for instructions.
•
Reprint Form DS-2019
•
Shorten Program for Exchange Visitor
• Terminate Exchange Visitor
The following sections provide detailed instructions for the options listed above except for the
Correct SEVIS Status, Reinstatement – Update SEVIS Status, and Cancel Reinstatement –
Update SEVIS Status options. See Section 2.10, SEVIS Correction Procedures, for detailed
instructions for these processes.
75
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1.1 Change of Category Request (EV in Active Status)
A change of category request for an EV may be submitted to DoS. Any change must be clearly
consistent with and closely related to the participant’s original exchange objective and necessary
due to unusual or exceptional circumstances. (See Appendix E, Exchange Visitor Categories, for
a list and explanation of all categories.) DoS must review and approve this request.
Note: The change of category request, a copy of the Pay.gov confirmation page showing
payment of the required non-refundable fee (22 CFR 62.17, Fees and Charges), and all
supporting documentation must be submitted to DoS prior to the EV’s program end date so that
the EV does not fall out of status.
To request a change of category for an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose request is being processed
(perform a search for the record or use the EV Lists link).
2. Click the Change of Category Request link on the Actions menu. The Change of Category
Request screen displays. It contains summary information for the selected EV, and the lower
half of the screen is used to make the change of category request. Exhibit 24: Change of
Category Request Screen, is an example of the screen.
76
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 24: Change of Category Request Screen
77
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Below is a list with a brief description or explanation for the fields and sections on this
screen. An asterisk (*) precedes the fields and sections that must be completed. Enter the
following data:
Field/Section
1. * Exchange Visitor Category
2. * Occupational Category
3. * Subject/Field Description
Description/Explanation
Select the J visa participant category for the EV. The
options available on the drop-down list relate to those
authorized for your organization by DoS.
The data in this field cannot be changed.
To change the current subject/field description,
perform the following:
a. Click the Select button to display the Select
Subject/Field Code screen.
b. Make a selection from the Category drop-down
list.
c. Click the Search button to view the list of
subjects/fields associated with the selected
category.
4. * Subject/Field Remarks
5. * Program Begin Date
6. * Program End Date
d. Find the subject that most closely matches the
EV’s field of study and click its code, at the left
end of the row. The system automatically returns
to the Change of Category Request screen and the
final selection is displayed.
Note: If necessary, click the Select button to delete
this information and repeat Steps a through d to make
another selection.
Enter additional remarks regarding the EV’s program
while in the United States or enter “None.” Do not
use hard returns (that is, do not press the Enter key)
when entering text; doing so may make the text wrap
and print in Section 5 of the Form DS-2019. Exhibit
13 is an example of how the text may print when hard
returns are used.
Note: The text may be shortened on the printed Form
DS-2019 if it is longer than the available space.
However, the entire text can be viewed in SEVIS.
Enter the date, determined by the program sponsor, on
which the EV’s participation in the new category will
begin. It must be entered in MM/DD/YYYY format.
Enter the date, determined by the program sponsor, on
which an EV’s participation in the new category will
end. It must be entered in MM/DD/YYYY format.
The end date, in combination with the begin date,
78
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
7. Remarks
8. During the period covered by
this program, the total
estimated financial support (in
U.S. dollars) is to be provided
to the exchange visitor by:
Current Program Sponsor
* This program sponsor has/has
not received funding for
international exchange from
one or more U.S. Government
Agency(ies) to support this
exchange visitor. If any U.S.
Government Agency(ies)
provided funding, indicate the
Agency(ies) by code below.
Description/Explanation
must:
• Be equal to or greater than the minimum
duration of participation
and
• Cannot exceed the maximum duration of
participation for the EV’s selected category, as
identified in the Exchange Visitor Program
regulations or the program sponsor’s
designation.
See Attachment B, DoS Maximum and Minimum
Duration of Participation Rules, for guidance.
Enter optional comments.
Note: The EV must have at least one source of
funding listed in Sections 8 and/or 9 of the Financial
Information screen.
Enter the following information as applicable.
If applicable, enter the amount, in U.S. dollars, that
the program sponsor will contribute to the EV.
Select has or has not to indicate whether the EV has
received direct or indirect funding from U.S.
Government agencies. This is a required field.
• Direct Funding—Financed in whole or in part
by the U.S. Government or the EV’s
government with funds contributed directly to
the EV in connection with his or her
participation in an Exchange Visitor Program.
• Indirect Funding—Financed by one of the
following:
– An international organization with funds
contributed by either the U.S. Government
or the EV’s government for use in
financing international educational and
cultural exchanges.
–
An organization or institution with funds
made available by either the U.S.
Government or the EV’s government for
the purpose of furthering international
educational and cultural exchanges.
Note: If has is selected in response to this statement,
complete Section 9 of the electronic Form DS-2019.
79
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
9. * Financial Support from
organizations other than the
sponsor will be provided by one
of the following:
U.S. Government Agency(ies)
[maximum of two]
International Organization(s)
[maximum of two]
The Exchange Visitor’s
Government
The Binational Commission of
the Exchange Visitor’s Country
All other organizations
providing support
Enter names of other
organizations below.
Personal Funds
Description/Explanation
The EV must have at least one source of funding listed
in Sections 8 and/or 9 of the Financial Information
screen. If necessary, complete one or more of the
fields in this section.
Note: Financial data should reflect the amount of
financial support provided to the EV for the duration
of his or her program shown on all Forms DS-2019.
Note: All dollar amounts must be entered in SEVIS
without commas and periods, and should be rounded
to the nearest dollar. For example, $25,057.89 should
be entered in SEVIS as 25058.
Select the agency from which the EV has received
funding, and enter the amount in U.S. dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name and
amount of funding will print on the Form DS-2019.
Select the organization from which the EV has
received funding, and enter the amount in U.S. dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name and
amount of funding will print on the Form DS-2019.
Enter the amount, in U.S. dollars, that the EV’s
government is contributing.
Enter the amount, in U.S. dollars, that the Binational
Commission is contributing.
Enter the amount, in U.S. dollars, that all other
organizations are contributing.
Enter each organization name and the amount of
money being given to the EV. For example, ABC
Agency (500), DEF Organization (2500), XYZ
(2000). (Only 80 characters can be entered into this
field.) The names and amounts of funding will print
on the Form DS-2019.
Enter the amount, in U.S. dollars, that the EV is
contributing.
4. Click the Submit button to save these data to SEVIS. A message displays stating that the
change of category request has been successfully submitted to SEVIS, and the nonrefundable fee must be submitted using the Pay.gov website. Also, the request, a copy of the
Pay.gov confirmation page, and supporting paper documentation must be submitted prior to
the expiration of the exchange visitor’s program end date in order to preclude the exchange
visitor from falling out of valid program status.
80
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: When a change of category request is submitted for an EV, some of the options on the
Actions and Edits menus will not be available until the request has been processed by DoS
or the request has been canceled.
5. Access the Pay.gov web site (https://www.pay.gov) and submit your electronic payment
following the instructions provided by DoS. See Section 2.14, Electronic Submission of
Payment, for additional information regarding electronic payment of fees.
6. Submit a copy of the Pay.gov confirmation page showing payment of the non-refundable fee
to DoS. This request will not be processed until the copy of the Pay.gov confirmation page,
EV’s full name and SEVIS ID, and supporting documentation have been received by DoS.
(See Section 1.1, Resources, or Attachment A, Resources, for the appropriate address.)
Note: The copy of the Pay.gov confirmation page showing payment of the non-refundable
fee must be submitted within 30 calendar days of submission of this request in SEVIS. If
DoS has not noted in SEVIS the receipt of a copy of the confirmation page and/or supporting
documentation within 30 calendar days, the change of category request will automatically be
canceled by SEVIS.
DoS must review this request; the following outcomes are possible:
• Request Approved—The submitter of this request will receive email notification of the
approval. The new program begin date will be the date entered or the date approved,
whichever is later.
Note: Following approval of the change of category request, an RO or ARO must print
the Form DS-2019, sign it in blue ink, and provide it to the EV and dependents, if any.
Access the Exchange Visitor Information screen for the EV and click the Reprint
DS-2019 link on the Actions menu. On the Reprint DS-2019 screen, select the reprint
reason “Begin New Program—Change of Category.” See Section 2.5.8, Reprint a Form
DS-2019, for printing instructions.
•
Additional Information Required—The submitter of this request will receive email
notification of the request for additional information. A letter from the DoS Office of
Designation, Private Sector Exchanges, identifying the areas that require additional
information and/or documentation will also be sent (either by fax or the U.S. Postal
Service) in order for the review to continue. (A request in the status of Awaiting
Additional Information for more than 60 calendar days will be automatically deleted
from SEVIS.)
•
Request Denied—The submitter of this request will receive notification via a fax or the
U.S. Postal Service regarding the denial.
81
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1.2 Cancel Change of Category Request (EV in Active Status)
The option for canceling a change of category request is available only when a change of
category request has been submitted to DoS for approval. To cancel a change of category
request, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose request is being canceled
(perform a search for the record or use the EV Lists link).
2. Click the Cancel Change of Category Request link on the Actions menu. Exhibit 25:
Cancel Change of Category Request Screen, is an example of the screen that displays.
Exhibit 25: Cancel Change of Category Request Screen
3. Enter optional comments in the Remarks text box.
4. Click the Cancel Change of Category Request button to complete the process. A message
displays stating that the request has been canceled.
82
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
5. Click the Return to Exchange Visitor button to view the Exchange Visitor Information
screen. Notice the options available on the Actions and Edits menus. When a request must
be processed by DoS, some menu options are not available. Once the request is processed by
DoS or canceled, those options become available again.
2.7.1.3 Correct Minor or Technical Infraction (EV in Active Status)
The Correct Minor or Technical Infraction option is used to correct the minor or technical
infraction of the regulations for an EV within the first 120 days of the infraction. This option
should only be used if the EV is currently in the United States and is pursuing or intending to
pursue his or her original program objective. Minor or technical infractions are the following:
• Failure to receive RO or ARO approval and/or an amended Form DS-2019 before
accepting an honorarium or other type of payment for engaging in a normally appropriate
activity
• Other
To correct a minor or technical infraction, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Correct Minor or Technical Infraction link on the Actions menu. Exhibit 26:
Correct Minor or Technical Infraction Screen, is an example of the screen that displays.
Exhibit 26: Correct Minor or Technical Infraction Screen
83
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Select the reason for the infraction from the drop-down list.
4. Enter an explanation in the Remarks text box; this is a required field.
5. To complete the process, click the Correct Minor or Technical Infraction button. A
message displays stating that the EV’s SEVIS record has been successfully updated.
Note: There is no change to the EV’s status; his or her SEVIS status will remain Active.
2.7.1.4 End Program for Exchange Visitor (EV in Active Status)
An EV’s program participation can be concluded (non-adverse termination) for the following
reasons:
• Completed
•
Death of EV
•
Inability to continue program
•
Program completed 30 days or more before program end date
•
Withdrawal from the program
Note: Concluding an EV’s program participation affects each dependent whose record is in
Active status, changing their SEVIS status to the status of the EV. If a dependent is currently
Inactive (for example, has turned 21 years of age) or Terminated (for example, has committed a
crime), then there is no change in that dependent’s status.
To end an EV’s program, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the End Program for EV link on the Actions menu. Exhibit 27: End Program for EV
Screen, is an example of the screen that displays. It contains summary information for the
selected EV.
84
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 27: End Program for EV Screen
3. Select a reason for ending the EV’s program from the drop-down list.
4. Enter the effective date of completion for the EV.
5. Enter optional comments in the Remarks text box.
6. Click the End Program for EV button. A confirmation message displays.
7. Click Yes to end the program for the EV, or click No to return to the End Program for EV
screen without changing the EV’s status.
Note: The EV’s program end date will not change; it will always reflect the original
intention of the program.
2.7.1.5
Extension Beyond the Maximum Duration of Participation Request (EV
in Active Status)
A request to extend an EV’s program beyond the maximum duration of program participation
must be submitted to DoS for review and approval. (See Attachment B, DoS Maximum and
Minimum Duration of Participation Rules, for the maximum and minimum duration rules for the
various categories.) The EV must have a status of Active, and the request must be submitted to
85
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
DoS early enough so that it can be reviewed and approved by DoS prior to the EV’s program end
date. Also, the request will not be processed until DoS receives a copy of the Pay.gov
confirmation page showing payment of the required non-refundable fee (22 CFR 62.17, Fees and
Charges), and all supporting documentation.
Note: If necessary, an RO or ARO may cancel the request; DoS cannot cancel this request.
To submit an extension beyond the maximum duration of participation request, perform the
following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Extension Beyond the Maximum Duration of Participation link on the Actions
menu. Exhibit 28: Extension Beyond the Maximum Duration of Participation Request
Screen, is an example of the screen that displays. It includes summary information for the
selected EV.
Note: When requesting an extension for a professor or research scholar EV participating in a
program sponsored by the Federally Funded National Research and Development Center or a
U.S. Federal Laboratory, a Confirmation screen displays. Review the screen and click the
I Agree button to continue to the Extension Beyond the Maximum Duration of Participation
Request screen.
86
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 28: Extension Beyond the Maximum Duration of Participation Request
Screen
3. On the lower half of the screen, enter the new program end date for the EV’s program.
4. Enter optional comments in the Remarks text box.
Note: This text box may be used to adequately address the reasons that justify this request,
or forward the justification to DoS when submitting the required fee.
5. Click the Submit Extension button to submit the request to DoS. A message displays
stating that the request has been submitted to SEVIS, and the non-refundable fee must be
submitted using the Pay.gov website. Also, the request will not be processed until DoS
receives a copy of the Pay.gov confirmation page and all supporting documentation.
87
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
6. Access the Pay.gov web site (https://www.pay.gov) and submit your electronic payment
following the instructions provided by DoS. See Section 2.14, Electronic Submission of
Payment, for additional information regarding electronic payment of fees.
7. Submit a copy of the Pay.gov confirmation page showing payment of the required
non-refundable fee to DoS. This request will not be processed until a copy of the Pay.gov
confirmation page, EV’s full name and SEVIS ID, and supporting documentation have been
received by DoS. (See Section 1.1, Resources, or Attachment A, Resources, for the
appropriate address.)
Note: The copy of the Pay.gov confirmation page showing payment of the non-refundable
fee must be submitted within 30 calendar days of the email notification of submission of the
request. If DoS has not noted in SEVIS the receipt of the copy of the Pay.gov confirmation
page within 30 calendar days of this notification, the extension request will automatically be
canceled by SEVIS.
DoS must review this request; the following outcomes are possible:
• Request is Approved—The submitter of the request will receive email notification of
the approval.
Note: Following approval of the extension request, an RO or ARO must print the
Form DS-2019, sign it in blue ink, and provide it to the EV and dependents, if any.
Access the Exchange Visitor Information screen for the EV and click the Reprint
DS-2019 link. On the Reprint DS-2019 screen, select the reprint reason “Extend an
On-going Program.” (See Section 2.5.8, Reprint a Form DS-2019, for printing
instructions.)
•
Additional Information Required—The submitter of this request will receive email
notification of the request for additional information. A letter from the DoS Office of
Designation, Private Sector Exchanges, identifying the areas that require additional
information and/or documentation will be sent to the submitter of the request (by fax or
the U.S. Postal Service) in order for the review to continue.
Note: The response containing the additional documentation and/or information must be
submitted within 60 calendar days of the email notification. If DoS has not noted in
SEVIS the receipt of the response within 60 calendar days of the notification, the
extension request will be automatically deleted from SEVIS.
Submit the supporting documentation (along with the EV’s full name and SEVIS ID) to
the appropriate address (see Section 1.1, Resources, or Attachment A, Resources, for the
appropriate address).
•
Request Denied—The submitter of this request will receive notification via fax or the
U.S. Postal Service regarding the denial decision.
88
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1.6
Cancel Extension Beyond the Maximum Duration of Participation
Request (EV in Active Status)
An EV’s request for an extension beyond the maximum duration of participation can be canceled
before the request is processed by DoS.
To cancel the request, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose extension request is being
canceled (perform a search for the record or use the EV Lists link).
2. Click the Cancel Extension Beyond the Maximum Duration of Participation Request
link on the Actions menu. The Cancel Extension Beyond the Maximum Duration of
Participation Request screen displays.
3. Enter comments in the Remarks text box; this is a required field.
4. Click the Cancel Extension Request button to confirm the cancelation. The system displays
a message stating that the request has been canceled.
5. Click the Return to Exchange Visitor button to view the Exchange Visitor Information
screen. Notice that the Cancel Extension Beyond the Maximum Duration of
Participation Request link is no longer available.
2.7.1.7 Extension Within the Maximum Duration of Participation Request
An EV’s participation in the program may be extended up to the limit of the permissible period
of participation authorized for his or her specific program category or as specified in the Letter
of Designation or Redesignation from DoS. (See Attachment B, DoS Maximum and Minimum
Duration of Participation Rules, for the maximum and minimum duration rules for the various
categories.)
To extend an EV’s participation within the maximum duration of participation, perform the
following:
1. Access the Exchange Visitor Information screen for the EV whose extension request is being
submitted (perform a search for the record or use the EV Lists link).
2. Click the Extension Within the Maximum Duration of Participation link on the Actions
menu. Exhibit 29: Extension Within the Maximum Duration of Participation Screen, is an
example of the screen that displays. It contains summary data for the selected EV and a field
for changing the program end date.
89
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 29: Extension Within the Maximum Duration of Participation Screen
3. Enter the new program end date for the EV.
4. Enter optional comments in the Remarks text box.
5. Click the Submit Extension button to complete the process. A message displays stating that
the EV’s record has been successfully updated.
6. Click the Print Final DS-2019 button on the message screen to print an updated copy of the
Form, sign it in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6,
Print a Draft or Final Form DS-2019, for printing instructions.)
90
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1.8 Matriculation (EV in Active Status)
When a college/university student EV matriculates from one level of education to another (for
example, progresses from an Associate to a Bachelor’s degree program), this change can be
made in SEVIS. Matriculation applies to an EV who is continuing as a full-time student by
moving to a higher level of education. The EV can matriculate to any level higher than his or
her current level, for example:
• Associate to Bachelor’s degree
•
Associate to Master’s degree
•
Associate to Doctoral degree
•
Bachelor’s to Master’s degree
•
Bachelor’s to Doctoral degree
•
Master’s to Doctoral degree
Note: Matriculation is available only for EVs in the Student (college/university) category.
However, the Matriculation option is not available to student interns or students participating in
non-degree programs.
To complete the matriculation process, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose matriculation request is
being submitted (perform a search for the record or use the EV Lists link).
2. Click the Matriculation link on the Actions menu. Exhibit 30: Matriculation Screen, is an
example of the screen that displays. The fields in Exhibit 30 have already been completed.
91
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 30: Matriculation Screen
3. Select the degree level from the drop-down list.
4. Enter the new program end date for the EV.
5. Click the Matriculate button to complete the process. A message displays stating that the
EV’s record has been successfully updated.
6. On the message screen, click the Print Final DS-2019 button to print an updated copy of the
Form, sign it in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6,
Print a Draft or Final Form DS-2019, for printing instructions.)
2.7.1.9 Reprint Form DS-2019 (EV in Active Status)
See Section 2.5.8, Reprint a Form DS-2019, for printing instructions.
2.7.1.10 Shorten Program for Exchange Visitor (EV in Active Status)
The Shorten Program for EV option is available when an EV is in Active status. The option is
used to reduce the length of the EV’s program by changing the program end date. For example,
92
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
an EV’s duration of program participation was originally scheduled to last 36 months. However,
the funding for that program has been cut and the program will last only 24 months. Use the
Shorten Program for EV option to change the EV’s program end date.
Note: If a professor or research scholar EV is currently participating in his or her program
outside the United States and the new program end date will be prior to the current out of
country end date, you must update the out of country end date before you can shorten the
program. You will receive an error message if you attempt to enter a date in SEVIS that is prior
to the out of country end date.
To shorten an EV’s program, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Shorten Program for EV link to access the Shorten Program for EV screen,
which displays summary data for the selected EV.
3. On the Shorten Program for EV screen, change the program end date.
4. Enter an explanation for the date change in the Remarks text box; this is a required field.
5. Click the Shorten Program for EV button to save the information to SEVIS. A message
displays stating that the information has been saved.
6. On the message screen, click the Print Final DS-2019 button to print an updated copy of the
Form, sign it in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6,
Print a Draft or Final Form DS-2019, for printing instructions.)
Note: The following will print in the Purpose of this Form section of the new Form
DS-2019, “Amend a previous form: Shorten Program.”
2.7.1.11 Terminate Exchange Visitor (EV in Active or Inactive Status)
This option is available for EVs whose SEVIS status is either Active or Inactive. Termination
has an adverse, or negative, effect on the EV’s record (and on the record of each dependent of
the EV). Terminated EVs have no benefits and cannot apply for an extension, reinstatement, or
change of category. EVs who are terminated, and all dependents, must leave the United States
immediately.
Termination reasons are the following:
• Conviction of a crime
•
Disciplinary action
•
Engaging in unauthorized employment
•
Failure to pursue EV program activities
•
Failure to submit change of current address within 10 days
93
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
Failure to maintain a full-time course of study (22 CFR 62.45(d)(6), Reinstatement to
Valid Program Status)
•
Failure to maintain health insurance
•
Involuntary suspension (22 CFR 62.45(b)(3), Reinstatement to Valid Program Status)
•
Other
•
Violation of Exchange Visitor Program regulation
• Violation of sponsor rules governing the program
To terminate an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose SEVIS status is being
terminated (perform a search for the record or use the EV Lists link).
2. Click the Terminate EV link on the Actions menu. Exhibit 31: Terminate EV Screen, is an
example of the screen that displays.
Exhibit 31: Terminate EV Screen
94
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Select the reason for termination from the drop-down list. If Other is selected, enter an
explanation in the text box provided.
4. Enter the effective date of the termination.
5. Enter optional comments in the Remarks text box.
6. Click the Terminate EV button to complete the process. The EV and dependents, if any,
will be terminated on the effective termination date entered on the Terminate EV screen.
Note: When terminated, the EV’s program end date will not change; it will always reflect the
original intention of the program.
2.7.1.12
Create Out of Country Record (Professor and Research Scholar EVs
in Active Status)
Note: This function should only be used to identify a professor or research scholar EV who is
continuing to participate in the program activity for which he or she has been sponsored and who
is currently in the United States (not outside the country).
When a professor or research scholar EV has a SEVIS status of Active, an Out of Country record
can be created for the EV. When this option is used, on the out of country begin date, the EV’s
SEVIS record will show that the EV is actively participating in his or her current program
activity outside the United States.
An Out of Country record cannot be created when:
• An Out of Country record, either current or future, already exists for the EV
•
The EV’s record contains transfer information; the EV is transferring to another program
sponsor
•
One of the following requests has been submitted to DoS for processing:
–
Change of Category
–
Extension Beyond the Maximum Duration of Participation (EVs in G-7 programs)
–
Reinstatement - Update SEVIS Status
To create an Out of Country record for an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Create Out of Country link on the Actions menu (left side of the screen). The
Create Out of Country Record screen displays. Exhibit 32: Create Out of Country Record
Screen, is an example of the screen.
95
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 32: Create Out of Country Record Screen
3. Complete the following fields:
•
* Out of Country Begin Date—Enter the date on which the EV’s program participation
outside the United States will begin.
•
* Out of Country End Date—Enter the date on which the EV’s program participation
outside the United States will end.
96
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
* Out of Country Location Name—Enter the name of the place where the EV will be
participating in his or her program activity outside the United States.
•
* Out of Country Location Address—Enter the address for the location where the EV
will be participating in his or her program activity outside the United States.
•
* Remarks—Enter comments regarding the EV’s program participation outside the
United States; this is a required field.
4. Click the Submit Out of Country button to save the out of country data. When the EV
begins his or her participation outside the United States, the Status Information section of
the Exchange Visitor Information screen will show that the EV is in Active status, and will
have a Reason field that shows “Out of Country.”
Note: After submitting an Out of Country record for an EV, some of the links on the Actions
menu will not be available. For example, if the EV wishes to transfer to another program, the
Out of Country record must be canceled or ended before the transfer request can be submitted in
SEVIS. It is anticipated that the EV will be in the United States in order to transfer to
another program sponsor.
2.7.1.13
Cancel Out of Country Record (EV in Active Status)
The Cancel Out of Country Record option is only available if a professor or research scholar EV
has an Out of Country record in SEVIS that shows an out of country begin date in the future.
For example, the EV is participating in his or her program activity in the United States, and will
continue participating in the program activity outside the United States next month. The option
will not be available when the out of country begin date listed in SEVIS is today’s date or a date
in the past.
To cancel an Out of Country record, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link, which includes a link titled Out of
Country Exchange Visitors).
2. Click the Cancel Out of Country link on the Actions menu. The Cancel Out of Country
Record screen displays.
3. Click the Cancel Out of Country button to remove this information from the EV’s SEVIS
record. This out of country listing will be deleted from the EV’s record as though it never
existed. The EV’s SEVIS record will remain in Active status.
Note: The out of country information will only display on the Out of Country History screen
when the out of country begin date is today’s date or a date in the past. The data will not be part
of the EV’s out o f country history if the Out of Country record has been canceled. However, the
canceled out of country information will show on the Event History screen.
97
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.1.14
Alternate Between Professor and Research Scholar
At the discretion and approval of the RO, professors may freely engage in research and research
scholars may freely engage in teaching and lecturing. Because these activities are intertwined,
such a change of activity is not considered a change of category necessitating formal approval by
DoS and does not require the issuance of a new Form DS–2019 to reflect a change in category.
Such change in activity does not extend the EV's maximum duration of program participation.
The RO and AROs for program sponsors designated with both the Professor and Research
Scholar categories may use the Alternate Between Professor and Research Scholar function.
This option is available for a professor or research scholar EV when:
• The EV's SEVIS status is Active.
•
There are no pending requests for the EV, for example, a request to transfer.
•
The change is submitted prior to the EV's program end date.
To enter an EV's change of activity information, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Alternate Between Professor and Research Scholar link on the Actions menu.
The Alternate Between Professor and Research Scholar screen displays, which contains
summary data for the selected EV. Exhibit 33: Alternate Between Professor and Research
Scholar Screen, is an example of the screen.
98
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 33: Alternate Between Professor and Research Scholar Screen
99
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Below is a list with a brief description or explanation for the fields and sections on this
screen. An asterisk (*) precedes the fields and sections that must be completed. Enter the
following data:
Field/Section
1. * Subject/Field Description
Description/Explanation
To change the current subject/field description, perform
the following:
a. Click the Select button to display the Select
Subject/Field Code screen.
b. Make a selection from the Category drop-down list.
c. Click the Search button to view the list of
subject/field codes for the selected category.
d. Find the subject that most closely matches the EV’s
field of study and click its code, at the left end of the
row. The system automatically returns to the
Alternate Between Professor and Research Scholar
screen and the final selection is displayed.
Note: If necessary, repeat Steps a through d to select a
different subject/field code.
Enter additional remarks regarding the EV’s program
2. * Subject Field/Remarks
activity, including the begin and end dates for this change
in activity. Do not use hard returns (that is, do not press
the Enter key) when entering text; doing so may make the
text wrap and print in the wrong field on the
Form DS-2019.
Note: The text may be shortened on the printed
Form DS-2019 if it is longer than the available space.
However, the entire text can be viewed in SEVIS.
Enter optional comments.
3. Remarks
4. During the period covered by Note: The EV must have at least one source of funding
listed in Sections 4 and/or 5 on the Alternate Between
this program, the total
Professor and Research Scholar screen.
estimated financial support
(in U.S. dollars) is to be
Note: All dollar amounts must be entered in SEVIS
without commas and periods, and should be rounded to
provided to the exchange
the nearest dollar. For example, $25,057.89 should be
visitor by:
entered in SEVIS as 25058.
Enter the following information, if applicable:
If applicable, enter the amount, in U.S. dollars, that the
Current Program Sponsor
program sponsor will contribute to the EV.
100
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
This program sponsor
has/has not received funding
for international exchange
from one or more U.S.
Government Agency(ies) to
support this exchange visitor.
If any U.S. Government
Agency(ies) provided
funding, indicate the
Agency(ies) by code below.
Description/Explanation
Select has or has not to indicate whether the EV has
received direct or indirect funding from U.S. Government
agencies. This is a required field.
• Direct Funding—Financed in whole or in part by
the U.S. Government or the EV’s government with
funds contributed directly to the EV in connection
with his or her participation in an Exchange
Visitor Program.
•
Indirect Funding—Financed by one of the
following:
–
An international organization with funds
contributed by either the U.S. Government or
the EV’s government for use in financing
international educational and cultural
exchanges.
–
An organization or institution with funds made
available by either the U.S. Government or the
EV’s government for the purpose of furthering
international educational and cultural
exchanges.
Note: If has is selected in response to this statement,
Section 5 of the electronic Form DS-2019 must be
completed.
The EV must have at least one source of funding listed in
5. * Financial Support from
organizations other than the Sections 4 and/or 5 on the Alternate Between Professor
and Research Scholar screen. If necessary, complete one
sponsor will be provided by
one or more of the following: or more of the fields in this section.
Note: Financial data should reflect the amount of
financial support provided to the EV for the duration of
his or her program shown on all Forms DS-2019.
Note: All dollar amounts must be entered in SEVIS
without commas and periods, and should be rounded to
the nearest dollar. For example, $25,057.89 should be
entered in SEVIS as 25058.
U.S. Government Agency(ies) Select the agency from which the EV has received
funding, and enter the amount in U.S. dollars.
[maximum of 2]
Note: If Other is selected, enter the name of the
organization or agency in the text box provided. The
name and amount of funding will print on the
Form DS-2019.
101
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
International Organization(s) Select the organization from which the EV has received
funding, and enter the amount in U.S. dollars.
[maximum of 2]
Note: If Other is selected, enter the name of the
organization or agency in the text box provided. The
name and amount of funding will print on the
Form DS-2019.
Enter the amount, in U.S. dollars, that the EV’s
The Exchange Visitor’s
government is contributing.
Government
Enter the amount, in U.S. dollars, that the Binational
The Binational Commission
Commission is contributing.
of the Exchange Visitor’s
Country
Enter the amount, in U.S. dollars, that all other
All other organizations
organizations are contributing.
providing support
Enter the names of the organizations in the text box
Enter names of other
provided. For example, ABC Agency (500), DEF
organizations below.
Organization (2500), XYZ (2000). (Only 80 characters
may be entered into this field.)
Note: The names and amounts of funding will print on
the Form DS-2019.
Enter the amount, in U.S. dollars, that the EV is
Personal Funds
contributing.
4. Click the Submit button to save these data to SEVIS. A message displays stating that this
request has been submitted to SEVIS. The change in activity takes place immediately and
the new category will display on the Exchange Visitor Information screen.
5. If necessary, click the Print Final DS-2019 button to print an updated copy of the EV's Form
DS-2019.
2.7.2 Edits Menu—EV in Active Status
The links on the Edits menu provide access to the following options when an EV is in Active
Status:
• Biographical Information
•
Dependents
•
Financial Information
•
Site of Activity
•
Subject/Field
•
Update Out of Country—Only available if a current Out of Country record exists for a
professor or research scholar EV.
The following sections provide detailed instructions for these options.
102
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.2.1 Edit Biographical Information and U.S. Address (EV in Active Status)
To edit an EV’s biographical data, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose personal data are being
updated (perform a search for the record or use the EV Lists link).
2. Click the Biographical Information link on the Edits menu. Exhibit 34: Biographical
Information Screen, is an example of the screen that displays.
103
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 34: Biographical Information Screen
104
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Below is a list with a brief description or explanation for each field/section on this screen.
An asterisk (*) precedes the fields/sections that must be completed. Some of these fields and
sections contain text boxes, drop-down lists, radio buttons, and command buttons. To
complete this screen, enter the following data:
Field/Section
1. * Family Name
2. First Name
3. Middle Name
4. Suffix
5. * Date of Birth
6. * Gender
7. * City of Birth
8. * Country of Birth
Description/Explanation
Enter the surname or last name of the EV. If the person
has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised
that names should be entered in SEVIS exactly as they
appear on the passport. In the event the nonimmigrant
does not have a passport, enter the name as it displays on
the National ID card.
Enter the first name of the EV. Leave this field blank if
the person has only one name.
Note: Even though this is not a required field in SEVIS,
the DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they appear
on the passport. In the event the nonimmigrant does not
have a passport, enter the name as it displays on the
National ID card.
Enter the middle name of the EV. Leave this field blank
if this person has no middle name, or the middle name is
unknown.
Note: Even though this is not a required field in SEVIS,
the DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they appear
on the passport. In the event the nonimmigrant does not
have a passport, enter the name as it displays on the
National ID card.
Select a title, such as Junior, that may display at the end of
a person’s name.
Enter the EV’s date of birth in MM/DD/YYYY format.
Select the EV’s gender, male or female.
Enter the unabbreviated name of the city where the person
was born.
Select the country in which the person was born.
Note: United States may be selected as the COB if the
EV was born to a foreign diplomat or is an expatriate. If
the person was born in the United States or a U.S.
territory, perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
Territory is chosen… drop-down list.
105
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
Note: Under Regulation 8 CFR 214.5, an EV from a
country on the restricted country list may not engage in or
seek to obtain training in aviation maintenance, flight
operations, or nuclear-related studies or training.
Therefore, an EV’s personal or program information may
not be created or updated as follows:
• If an EV’s COB or COC is on the restricted
country list, you may not select or update his or
her field of study to training in aviation
maintenance, flight operations, or nuclear-related
studies or training.
•
9. * Country of Citizenship
If an EV’s field of study is in aviation
maintenance, flight operations, or nuclear-related
studies or training, you may not select or update
his or her COB or COC to a country that is on the
restricted country list.
Select the country in which the EV maintains citizenship.
Note: Under Regulation 8 CFR 214.5, an EV from a
country on the restricted country list may not engage in or
seek to obtain training in aviation maintenance, flight
operations, or nuclear-related studies or training.
Therefore, you may not create or update an EV’s personal
or program information as follows:
• If an EV’s COB or COC is on the restricted
country list, you may not select or update his or
her field of study to training in aviation
maintenance, flight operations, or nuclear-related
studies or training.
•
10. * Country of Legal
Permanent Residence
If an EV’s field of study is in aviation
maintenance, flight operations, or nuclear-related
studies or training, you may not select or update
his or her COB or COC to a country that is on the
restricted country list.
Select the country in which the EV is an LPR. For most
EV applicants, the country of legal permanent residence
will be the same as the COC. Some applicants, however,
will be permanent residents of other countries. Note the
difference between permanent and temporary residence.
For example, a French citizen who is teaching in Italy on
a 1-year contract, and applying for a J visa from Italy,
would not be considered an LPR of Italy.
106
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
11. Email Address
12. * Position
13. * Current U.S. Address
Au Pair EV
Secondary Student EV
Description/Explanation
Enter an email address for the EV. Completion of this
field is optional.
Select an option from the list that most closely matches
the EV’s position in his or her home country.
Sponsors are required to enter the actual and current U.S.
address of all participants into SEVIS (see
22 CFR 62.70(b), SEVIS Reporting Requirements).
When data are first entered for an EV applicant who has
not yet entered the country, current U.S. address will be
the address where he or she expects to reside, if known.
Otherwise, it can be the address of the program sponsor.
When the EV enters the country and is validated,
however, his or her current U.S. address (where the EV
will reside) must be entered, if different from the one
originally used. Please note, it is the EV’s primary site of
activity address that prints on the Form DS-2019.
Note: When entering data for secondary school students
(high school students), enter the host family name in the
Address 1 field and enter the street address for the
residence in the Address 2 field. For an au pair, enter the
host family’s name and address.
The following optional data may be entered for an au pair:
• Residential Address Information
– Local community coordinator first and last
name
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
The following optional data may be entered for a
secondary student:
• Residential Address Information
– Local community coordinator first and last
name
• Residential Address Type—Select either Host
Family or Boarding School
Note: This field is required when any Host
Family or Boarding School fields are completed.
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
• Boarding School Information
107
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
14. Foreign Address
15. Remarks
Description/Explanation
– Boarding school name
– Telephone number
Enter the person’s foreign address. Completion of these
fields is optional.
Enter optional comments.
4. Click the Update Information button to save the changes to SEVIS. A message displays
stating that the information has been saved.
5. Click the Print Final DS-2019 button to print the Form, sign it in blue ink, and provide it to
the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final Form DS-2019, for
printing instructions.
2.7.2.2 Add/Edit Dependent Data
For life changes such as an EV’s spouse and/or children wish to join him or her in the United
States or the EV has had a baby, the dependent’s information must be added to the EV’s SEVIS
record. The following options are available for adding and/or updating dependent records:
• Add Dependent—See Section 2.5.3, Complete Page 3 of the Form DS-2019—Dependent
Information, for instructions on adding a dependent to an EV record.
•
Reprint DS-2019—See Section 2.5.8, Reprint a Form DS-2019, for printing instructions.
•
Edit—See Section 2.6.2.3.2, Edit Dependent Data (Dependent in Initial or Active Status),
for instructions on editing dependent data.
•
Terminate—See Section 2.7.2.2.1, Terminate Dependent in Active, Inactive, or
Transferred Status, for instructions on how to terminate a dependent.
•
End Status—See Section 2.7.2.2.2, End Status of Dependent in Active or Transferred
Status, for instructions on how to end the status of a dependent.
•
No Show—See Section 2.7.2.2.3, Set Dependent’s Status to No Show (Dependent in
Active Status), for instructions on how to change the dependent’s status to No Show to
indicate that the dependent is not with the EV and will not be joining the EV.
2.7.2.2.1
TERMINATE DEPENDENT IN ACTIVE, INACTIVE, OR TRANSFERRED STATUS
In SEVIS, termination implies a change from Active or valid program status prior to the EV’s
program completion. Termination has an adverse, or negative, effect on the dependent’s record.
A dependent can be terminated separately from an EV, which will have no effect on the EV’s
SEVIS record.
The status of a dependent may be terminated prior to the end of the EV’s program for the
following reasons:
• Conviction of a crime
108
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
Other
• Unauthorized employment
To terminate a dependent, perform the following:
1. Access the Dependent Information screen for the dependent who is being terminated
(perform a search for the record or use the EV Lists link).
2. Click the Terminate link on the Actions menu. Exhibit 35: Terminate Dependent Screen, is
an example of the screen that displays. It contains summary data for the EV and the
dependent.
109
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 35: Terminate Dependent Screen
110
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Select a termination reason from the drop-down list. If Other is selected, enter an
explanation in the text box provided.
4. Enter the effective date of termination; this is a required field.
5. Enter optional comments in the Termination Comment text box.
6. Click the Terminate Dependent button to complete the process. The dependent will be
terminated on the effective date of termination.
2.7.2.2.2 END STATUS OF DEPENDENT IN ACTIVE OR TRANSFERRED STATUS
The status of a dependent may be ended prior to the end of the EV’s program for reasons such as
death and divorce. When this option is used, the dependent’s status will immediately change to
Inactive.
To end the status of a dependent, perform the following:
1. Access the Dependent Information screen for the dependent whose status is being changed to
Inactive (perform a search for the record or use the EV Lists link).
2. Click the End Status link on the Actions menu. Exhibit 36: Dependent End of Status
Screen, is an example of the screen that displays. It contains summary data for the EV and
the dependent.
111
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 36: Dependent End of Status Screen
112
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Select an end of status reason from the drop-down list. If Other is selected, enter an
explanation in the text box provided.
4. Enter optional comments in the End of Status Comment text box.
5. Click the End Status button to complete the process. The Exchange Visitor Dependents
Menu screen displays. Notice that the dependent’s status has changed to Inactive.
2.7.2.2.3
SET DEPENDENT’S STATUS TO NO SHOW (DEPENDENT IN ACTIVE STATUS)
The status of a dependent can be set to No Show separately from the EV, and will have no effect
on the EV’s record. When a dependent’s status is No Show, the dependent has violated the
Exchange Visitor Program regulations. This has an adverse, or negative, effect on the
dependent’s record.
Note: Setting a dependent’s status to No Show has no effect on the EV’s record.
To change a dependent’s status to No Show, perform the following:
1. Access the Dependent Information screen for the EV whose dependent is being marked as
“no show” (perform a search for the record or use the EV Lists link).
2. Click the No Show link on the Actions menu to display the No Show screen.
3. Review the data to ensure that this is the dependent whose status is being changed to No
Show.
4. Click the No Show button. The system displays the Exchange Visitor Dependents Menu
screen and the dependent’s status is No Show.
2.7.2.3
Edit Financial Information (EV in Active Status)
Existing financial information for the selected EV displays on the Edit Financial Information
screen, where it may be updated. The date entered on this screen will print on the EV’s
Form DS-2019.
Note: Financial data should reflect the amount of financial support provided to the EV for the
duration of his or her program shown on all Forms DS-2019.
To edit the financial information, perform the following:
1. Access the record for the EV whose financial information is being updated (perform a search
for the record or use the EV Lists link).
2. Click the Financial Information link on the Edits menu to display the Edit Financial
Information screen.
3. Make the necessary changes to the data. See Section 2.5.4, Complete Page 4 of the
Form DS-2019—Financial Information, for details regarding the fields and sections on the
Edit Financial Information screen.
113
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: All dollar amounts must be entered in SEVIS without commas and periods, and
should be rounded to the nearest whole dollar (for example, $15,678.49 should be entered
as 15678).
4. Click the Update Information button to complete the process. A message displays stating
that the data have been successfully updated in SEVIS.
5. On the message screen, click the Print Final DS-2019 button to print the Form, sign it in
blue ink, and provide it to the EV and dependents, if any. See Section 2.5.7, Signature on
SEVIS Form DS-2019, for information about signing the EV’s Form.
2.7.2.4 Site of Activity for EV
The Exchange Visitor Information screen displays summary data for the selected EV and a list of
the site(s) of activity for the EV. Using this screen, sites of activity can be added and/or edited,
and the primary site of activity for an EV can be changed. These functions are described in the
following sections.
2.7.2.4.1
EDIT SITE OF ACTIVITY (EV IN ACTIVE OR TRANSFERRED STATUS)
To edit the data for an existing site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose site of activity
information is being updated (perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The Site of Activity Menu screen displays.
It contains summary data for the EV and the existing site(s) of activity.
3. Near the bottom of the screen, click the Edit link to the right of the address for the site of
activity to update. Exhibit 37: Exchange Visitor Information—Edit Site of Activity Screen,
is an example of the screen that displays.
114
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 37: Exchange Visitor Information—Edit Site of Activity Screen
4. Make the necessary changes to the name and address for the site of activity.
5. Enter optional comments in the Remarks text box.
6. Click the Update Site of Activity button to complete the process. A message displays
stating that the record has been updated successfully.
7. If data for the primary site of activity have been updated, click the Print Final DS-2019
button on the message screen to print an updated copy of the Form, sign it in blue ink, and
provide it to the EV and dependents, if any. (See Section 2.5.6, Print a Draft or Final
Form DS-2019, for printing instructions.)
115
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.2.4.2
ADD SITE OF ACTIVITY (EV IN ACTIVE STATUS)
EVs must have at least one site of activity, and may have multiple sites of activity, but one site
must be identified by the RO or ARO as the “primary” site of activity. To add another site of
activity to the EV’s record, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The Site of Activity Menu screen displays.
It contains summary data for the EV and information for the existing site(s) of activity.
3. Click the Add Site of Activity link near the bottom of the screen. The Add Site of Activity
screen displays.
4. Enter the place where the EV will participate in his or her program and the site of activity
address. Do not include post office box numbers in this address. For an au pair, enter the
host family’s name and address. For secondary school students (high school students), enter
the name and address of the high school.
5. Enter optional comments in the Remarks text box.
6. Click the Add Site of Activity button to complete the process. A message displays stating
that the site of activity has been added.
Note: If the EV has multiple sites of activity, see Section 2.7.2.4.3, Change Primary Site of
Activity (EV in Active Status), for instructions on changing the primary site of activity. If
the primary site of activity has not changed, there is no need to print the Form DS-2019.
7. If data for the primary site of activity have been updated, click the Print Final DS-2019
button to print the Form, sign it in blue ink, and provide it to the EV and dependents, if any.
See Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
2.7.2.4.3
CHANGE PRIMARY SITE OF ACTIVITY (EV IN ACTIVE STATUS)
The U.S. address that prints on the EV’s Form DS-2019 is the primary site of activity address.
To change the EV’s primary site of activity, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Site of Activity link on the Edits menu. The Site of Activity Menu screen displays.
3. Click the radio button to the left of the primary site of activity.
4. Click the Change Primary Site of Activity button. A message displays stating that the
primary site of activity has been changed.
5. Click the Print Final DS-2019 button to print a new copy of the Form, sign it in blue ink,
and provide it to the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final
Form DS-2019, for printing instructions.
116
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.2.5 Edit Subject/Field (EV in Active Status)
The subject/field of study for an EV may be updated. However, under Regulation 8 CFR 214.5,
an EV from a country on the restricted country list may not engage in or seek to obtain training
in aviation maintenance, flight operations, or nuclear-related studies or training. Therefore, you
may not create or update an EV’s personal or program information as follows:
• If an EV’s COB or COC is on the restricted country list, you may not select or update his
or her field of study to training in aviation maintenance, flight operations, or
nuclear-related studies or training.
•
If an EV’s field of study is in aviation maintenance, flight operations, or nuclear-related
studies or training, you may not select or update his or her COB or COC to a country that
is on the restricted country list.
To update these data, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose subject/field of study is
being updated (perform a search for the record or use the EV Lists link).
2. Click the Subject/Field link on the Edits menu. Exhibit 38: Subject/Field Screen, is an
example of the screen that displays. It contains summary data for the selected EV, including
the current Subject/Field description.
Exhibit 38: Subject/Field Screen
117
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Click the Select button to the right of the Subject/Field Description label. The Select
Subject/Field Code screen displays.
4. Make a selection from the Category drop-down list.
5. Click the Search button to view the list of subjects associated with the selected category.
6. Find the subject that most closely matches the EV’s field of study and click its code at the
left end of the row. The system automatically returns to the Subject/Field screen, and the
new subject/field of study displays on the screen. If necessary, repeat Steps 3 through 6 to
change the subject/field of study.
7. Enter additional information about the EV’s program in the Subject/Field Remarks text
box; this is a required field. Do not use hard returns (that is, do not press the Enter key)
when entering text; doing so may make the text wrap and print in Section 5 of the
Form DS-2019. Exhibit 13 shows how the text may print when hard returns are used.
Note: The text may be shortened on the printed Form DS-2019 if it is longer than the
available space. However, the entire text can be viewed in SEVIS.
8. Enter comments regarding the update in the Comment text box, or enter “None”; this is a
required field.
9. For a college/university student intern, update the Student Intern Foreign Degree and/or
Student Intern Foreign Field of Study fields, if necessary.
10. Click the Update Subject/Field button to complete the process. A message displays stating
that the data have been successfully updated.
11. Click the Print Final DS-2019 button to print the Form, sign it in blue ink, and provide it to
the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final Form DS-2019, for
printing instructions.
2.7.2.6
Update Out of Country Record (EV in Active Status)
When a professor or research scholar EV has a current Out of Country record in SEVIS, the data
on the record can be updated before the out of country end date arrives.
To update an Out of Country record for an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Update Out of Country link on the Edits menu. The Update Out of Country
Record screen displays.
3. Update the following fields as necessary:
•
* Out of Country Begin Date—Enter the date on which the EV’s program participation
outside the United States will begin.
Note: This field cannot be updated if the out of country begin date is today’s date or a
date in the past.
118
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
* Out of Country End Date—Enter the date on which the EV’s program participation
outside the United States will end.
•
* Out of Country Location Name—Enter the name of the place where the EV will be
participating in his or her program activity outside the United States.
•
* Out of Country Location Address—Enter the address for the location where the EV
will be participating in his or her program activity outside the United States.
4. Click the Update Out of Country button to save the data to SEVIS.
2.7.3 Transfer Menu—EV in Active Status
The SEVIS to SEVIS Transfer link is used to transfer an EV from a program to another active
SEVIS program. The procedure for transferring an EV out of a program is detailed below. See
Section 2.9, Transfer Procedures for Receiving Program, for the procedures to complete the
transfer of an EV into your program.
Note: The following guidelines also apply when transferring an EV:
• An EV may only transfer to a SEVIS program that is designated for the category in
which the EV is currently participating.
•
The status of the program the EV is transferring to must be Active.
•
On the effective date of transfer, if the status of the program sponsor is NOT Active, the
transfer will be canceled. The RO from the transfer-out program and the RO at the
receiving program will receive email notification of the cancelation.
•
A participant in a program with a program serial of G-7 can only transfer to another G-7
program.
2.7.3.1 Transfer an Exchange Visitor (EV in Active Status)
To transfer an EV to another program, perform the following:
1. Access the Exchange Visitor Information screen for the EV who is being transferred
(perform a search for the record or use the EV Lists link).
2. Click the SEVIS to SEVIS Transfer link on the Transfer menu. Exhibit 39: SEVIS to
SEVIS—Exchange Visitor Transfer Screen, is an example of the screen that displays.
119
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 39: SEVIS to SEVIS—Exchange Visitor Transfer Screen
3. Enter the effective date of transfer, the date on which the EV will become the responsibility
of the receiving sponsor. (This date should be discussed and agreed upon with the RO or
ARO at the receiving program.) .
4. In the Receiving Program Sponsor Number field, enter the program number for the
program to which the EV is transferring. (Contact the receiving program to obtain this
number.)
5. Click one of the following buttons:
•
Validate Transfer—Click this button to display another SEVIS to SEVIS Exchange
Visitor Transfer screen. It contains the name of the program sponsor whose program
number you entered. If this is the program the EV is transferring to, click the Approve
120
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Transfer button to complete the transfer process. The EV’s status will remain Active
until the effective date of transfer. His or her status will change to Transferred on the
effective date of transfer listed in SEVIS.
If this is not the correct program sponsor, click the Cancel button and repeat Steps 3
through 5.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Cancel—Click this button to return to the Exchange Visitor Information screen.
Note: If your program is expecting to receive a transfer EV from another SEVIS program, that
EV’s name will appear on the Transferred Status Exchange Visitors and Dependents list once
the effective date of transfer arrives. Search the list for the transferred EV and proceed to update
the EV’s SEVIS record and validate his or her program participation.
2.7.3.2 Cancel Transfer Request (EV in Active Status)
Prior to an EV’s effective date of transfer, an RO or ARO for the program that the EV is
transferring from may cancel the transfer request for either of the following reasons:
• Following the submission of a transfer request, the EV decides not to transfer
•
The effective date of transfer that was entered on the transfer request in SEVIS must be
changed
To cancel an EV’s request to transfer, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose transfer request is being
canceled (perform a search for the record or use the EV Lists link).
WARNING: Be sure this is the correct request to cancel. The transfer request will be
canceled immediately.
2. Click the Cancel Transfer link on the Transfer menu. A message displays stating that the
request has been canceled.
3. Click the Return to Exchange Visitor button to view the EV’s record.
Note: The RO at the transferring-in program will receive email notification that the EV’s
transfer request has been canceled.
2.7.4 Employment Menu—College/University Students in Active Status
The options/links on the Employment menu provide access to the following processes:
• Add Student Employment
•
Cancel Student Employment
•
Update Student Employment
• Student Employment History
The following sections provide detailed instructions for using these options.
121
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.4.1
Add Student Employment (EV in Active Status)
Employment information can be added to the SEVIS record of a college/university student
whose status in SEVIS is Active. The student EV must be participating in one of the following
types of programs:
• Associate Degree
•
Bachelor’s Degree
•
Master’s Degree
•
Doctoral Degree
• Non-Degree
The student may have multiple employment segments on his or her SEVIS record. The
employment segments can overlap, and the maximum length of a segment of student
employment is 12 months.
Note: A written letter is no longer required when authorizing student employment. However,
you must enter the data in SEVIS; complete the fields on the Add Student Employment screen.
See 22 CFR 62.74(b) for additional information.
To enter employment data for a student, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Add Student Employment link on the Employment menu (left side of the
screen). A message screen displays.
3. Read the information about On Campus and Off Campus employment and click the
Continue button. The Add Student Employment screen displays, as shown in Exhibit 40:
Add Student Employment Screen.
122
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 40: Add Student Employment Screen
4. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
•
* Employer Name—Enter the name of the EV’s employer.
•
* Employer Address—Enter the address for the place where the EV will be employed.
•
* Number of Hours Per Week—Enter the number of hours per week that the EV will
work at this location.
123
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
* Employment Begin Date—Enter the date on which the EV will begin to work for this
employer. The date must be after the EV’s program begin date.
•
* Employment End Date—Enter the date on which the EV will stop working for this
employer.
Note: The length of employment cannot exceed 12 months.
•
* Employment Type—Select Assistantship, Fellowship, Off-Campus, On-Premises,
or Scholarship.
•
Off-Campus Remarks (Required if Employment Type is Off-Campus)—Enter
comments regarding the EV’s employment, which will take place off campus.
Completion of this field is only required if the EV will be participating in off-campus
employment.
•
Comments—Enter optional comments regarding the EV’s employment.
5. Click the Add Student Employment button to save these data to SEVIS. Otherwise, click
the Cancel button to return to the Exchange Visitor Information screen without adding
employment information.
2.7.4.2
Cancel Student Employment (EV in Active Status)
A segment of student employment can be canceled at any time prior to the employment end date.
The information for the canceled segment will remain on the student’s SEVIS record and can be
viewed on the Student Employment History screen. See Section 2.7.4.4, Student Employment
History, for additional information about this screen.
To cancel a segment of student employment, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link, which includes a link titled
Exchange Visitors With Student Employment).
2. Click the Student Employment History link on the Employment menu (left side of the
screen). The Student Employment History screen displays.
3. Click the Cancel link for the appropriate segment of employment. The Cancel Student
Employment screen displays.
4. Enter a date in the Cancelation Date field; this is a required field. This entry can be today’s
date or a date in the past or in the future.
5. Enter an explanation in the Cancelation Comments text box; this is a required field.
6. Click the Cancel Student Employment button to complete the process.
Note: The segment of employment will be canceled on the date entered in the Cancelation
Date field.
124
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.4.3
Update Student Employment (EV in Active Status)
A segment of student employment can be updated at any time prior to the employment end date
or cancelation date.
To update a segment of student employment, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link, which includes a link titled
Exchange Visitors With Student Employment).
2. Click the Student Employment History link on the Employment menu (left side of the
screen). The Student Employment History screen displays.
3. Click the Update link for the appropriate segment of employment. The Update Student
Employment screen displays.
4. Make the necessary changes to the data.
5. Enter an explanation in the Comments text box; completion of this field is optional.
6. Click the Update Student Employment button to complete the process.
2.7.4.4
Student Employment History
If a college/university student’s employment information has been entered into SEVIS, it can be
viewed in SEVIS. You can only view the EV’s data that are specific to your program. For
example, if the EV was employed before transferring to your program, you will not see that
information.
To view the student employment data for a college/university student EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record you wish to view
(perform a search for the record or use the EV Lists link, which includes a link titled
Exchange Visitors With Student Employment).
2. Click the Student Employment History link on the Employment menu (left side of the
screen) to display the Student Employment History screen.
3. Click one of the following:
•
Add Student Employment—Click this link to access the Add Student Employment
screen and add a segment of student employment.
•
Update—If available, click this link to access the Update Student Employment screen
and change the information for an existing segment of student employment.
•
Cancel—If available, click this link to access the Cancel Student Employment screen and
cancel an existing segment of student employment.
•
Return—Click this button to return to the Exchange Visitor Information screen.
125
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.7.5 View Menu
The options/links on the View menu provide access to the following screens that contain readonly data:
• Event History
• Out of Country History
The following sections provide detailed information about these options.
2.7.5.1
Event History
Event History is a list of the actions taken on an EV’s or dependent’s SEVIS record. When on
the Exchange Visitor Information screen or the Dependent Information screen, click the Event
History link on the View menu to view the person’s event history.
In addition to summary data for an EV or dependent, the Event History screen includes:
• Event Name—A brief description of the action taken on the SEVIS record.
•
Event Date—The date the action occurred.
•
Resulting Status—The status of the record as a result of the action.
•
Performed By—These data can be any of the following:
–
Name of the RO or ARO who performed the action.
–
“DoS Official” if someone from DoS performed the action.
–
“DHS Official” if someone from DHS performed the action.
–
“System Interface” if the change occurred because of information received from an
application outside SEVIS.
–
“SEVIS Maintenance” if the change occurred because of automated system
processing (for example, on the effective date of transfer listed on an EV’s record, the
EV’s status automatically changes to Transferred).
2.7.5.2
Out of Country History
If a professor or research scholar EV currently has an Out of Country record, or had one in the
past, the out of country data can be viewed in SEVIS. You can only view the EV’s data that are
specific to your program. For example, if the EV participated in his or her program outside the
United States before transferring to your program, you will not see that information.
To view the out of country data for an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record you wish to view
(perform a search for the record or use the EV Lists link, which includes a link titled Out of
Country Exchange Visitors).
2. Click the Out of Country History link on the View menu (left side of screen) to display the
Out of Country History screen.
126
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Click the Return button to return to the Exchange Visitor Information screen.
2.7.6 Academic Training Menu
The options/links on the Academic Training menu provide access to the following processes:
• Add Student Academic Training
•
Cancel Student Academic Training
•
Update Student Academic Training
• Student Academic Training History
The following sections provide detailed instructions for using these options.
2.7.6.1
Add Student Academic Training
A college/university student EV may participate in academic training during his or her studies
with the approval of the academic dean or advisor and the RO. The student must have a SEVIS
status of Active. He or she can have multiple segments of academic training, and the training
segments can overlap. See 22 CFR 23, College and University Students, and 22 CFR 62.73,
Academic Training, for details.
Note: The student must present to the RO or ARO a letter of recommendation from the
student’s academic dean or advisor [22 CFR 62.23(f)(5)(i)] setting forth:
1. The goals and objectives of the specific academic training program.
2. A description of the academic training program, including its location, the name and address
of the training supervisor, number of hours per week, and dates of the training.
3. How the academic training relates to the student’s major field of study.
4. Why it is an integral or critical part of the academic program of the student.
The RO or ARO must review the letter of recommendation. He or she must also make a written
determination of whether the academic training currently being requested is warranted, and the
criteria and time limitations are satisfied [see 22 CFR 62.23(f)(5)(ii)(C)]. To meet the regulatory
requirement of 22 CFR 62.73(b), you must enter this information into SEVIS.
To add a segment of academic training to a student’s SEVIS record, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Add Student Academic Training link on the Academic Training menu (left side
of the screen); the Add Student Academic Training screen displays. Exhibit 41: Add Student
Academic Training Screen, is an example of the screen.
127
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 41: Add Student Academic Training Screen
128
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
Field
1. * Name of Supervisor
Description/Explanation
Complete the following fields in this section:
•
Family Name—Enter the last name of the
person who will supervise the EV while he or
she is participating in academic training.
Completion of this field is required.
•
First Name—Enter the first name of the person
who will supervise the EV while he or she is
participating in academic training. Completion
of this field is required.
•
Telephone Number—Enter the telephone
number of the person who will supervise the EV
while he or she is participating in academic
training. Include the three digit area code, and
an extension, if applicable. Completion of this
field is optional.
•
Email Address—Enter an email address for the
person who will supervise the EV while he or
she is participating in academic training.
Completion of this field is optional.
2. * Site of Academic Training
Name
Enter the name of the place where the EV will be
participating in academic training.
3. * Site of Academic Training
Address
Enter the address of the place where the EV will be
participating in academic training.
4. * Number of Hours Per Week
Enter the number of hours per week the EV will be
participating in academic training at this location.
5. * Training Begin Date
Enter the date on which the EV will begin participating
in academic training at this location. The date must be
after the EV’s program begin date.
6. * Training End Date
Enter the date on which the EV will complete training
at this location. The date must be on or before the EV’s
program end date.
7. * Objectives
Enter the goals/objectives for the EV’s training at this
location.
129
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
4. Click the Add Student Academic Training button to save these data to SEVIS. Otherwise,
click the Cancel button to return to the Exchange Visitor Information screen without adding
a segment of student academic training.
5. On the message screen, click the Print Final DS-2019 button to print an updated form, and
provide it to the EV and all active dependents. The “Purpose of Form” section will show,
“Amend a previous form: Academic Training Added.”
2.7.6.2
Cancel Student Academic Training
A segment of student academic training can be canceled at any time prior to the training end
date. The information for the canceled segment will remain on the student’s SEVIS record and
can be viewed on the Student Academic Training History screen.
To cancel a segment of student academic training, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Student Academic Training History link on the Academic Training menu (left
side of the screen); the Student Academic Training History screen displays.
3. Click the Cancel link for the appropriate segment of training. The Cancel Student Academic
Training screen displays.
4. Enter a date in the Cancelation Date field; this is a required field. The date can be any date
on or between the training begin date and training end date. The segment of academic
training will be canceled on the date entered in this field.
5. Enter an explanation in the Cancelation Comments text box; this is a required field.
6. Click the Cancel Student Academic Training button to complete the process. Otherwise,
click the Cancel button to return to the Exchange Visitor Information screen without
completing the cancelation of the segment of student academic training.
Note: Once the cancelation date has been reached, if you must print an updated Form DS2019 (the canceled segment of academic training will not be printed on the Form), use the
Reprint DS-2019 link on the Exchange Visitor Information screen. Select Other as the
reason for reprinting the Form. Enter the following information in the If Other, Please
Comment text box, “Amend a previous form: Academic Training updated.”
2.7.6.3
Update Student Academic Training
A segment of student academic training can be updated at any time prior to the training end date
or cancelation.
To update a segment of student academic training, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Student Academic Training History link on the Academic Training menu (left
side of the screen); the Student Academic Training History screen displays.
130
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Click the Update link for the appropriate segment of training. The Update Student Academic
Training screen displays.
4. Make the necessary changes to the data.
5. Click the Update Student Academic Training button to complete the process.
6. On the message screen, click the Print Final DS-2019 button to print an updated Form and
provide it to the EV and all active dependents. The “Purpose of this Form” section will
show, “Amend a previous form: Academic Training Updated.”
2.7.6.4
Student Academic Training History
If a college/university student EV’s academic training data have been entered into SEVIS, they
can be viewed in SEVIS. You can only view the EV’s data that are specific to your program.
For example, if the EV participated in academic training before transferring to your program,
you will not see that information.
To view the student academic training information, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Student Academic Training History link on the Academic Training menu (left
side of the screen). The Student Academic Training History screen displays.
3. Click one of the following:
•
Add Student Academic Training—Click this link to access the Add Student Academic
Training screen and add a segment of academic training.
•
Update—If available, click this link to access the Update Student Academic Training
screen and change the information for a current or future segment of academic training.
•
Cancel—If available, click this link to access the Cancel Student Academic Training
screen and cancel a current or future segment of academic training.
•
Return—Click this button to return to the Exchange Visitor Information screen.
2.8
Exchange Visitor Information Screen—Inactive Status
The Actions menu may contain the following options when an EV’s SEVIS record is in Inactive
status:
• Correct Minor or Technical Infraction
•
Reinstatement Request
•
G-7 Reinstatement
•
Cancel Reinstatement Request
• Terminate EV
The following sections contain detailed instructions for each of these options.
131
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.8.1 Correct Minor or Technical Infraction (EV in Inactive Status)
The Correct Minor or Technical Infraction option provides the capability to correct a minor or
technical infraction of the regulations for a J-1 within the first 120 days of the infraction. When
the EV is in Inactive status, the only technical infraction option available is, “Failure to extend a
Form DS-2019 in a timely manner.”
Note: This option should only be used when the EV is currently in the United States and is
pursuing or intending to pursue his or her original program objective.
If the EV does not obtain a program extension within the maximum duration before his or her
status changes to Inactive, you have the authority to extend the EV’s program within the
maximum duration of participation using the Correct Minor or Technical Infraction option. The
extension may occur if it is less than 121 days after the EV’s status changed to Inactive.
However, when the current date is between 121 days and 270 days after the EV’s status changed
to Inactive, you may submit a request for reinstatement to DoS for review and approval
(22 CFR 62.45, Reinstatement to Valid Program Status). See Section 2.8.2, Reinstatement
Request (EV in Inactive Status), for details.
Note: The Correct Minor or Technical Infraction option is not available for participants in
professor and research scholar programs with a program serial of G-7 if the EV has already
reached the maximum duration of participation for his or her program.
To correct a minor or technical infraction, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose record is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Correct Minor or Technical Infraction link on the Actions menu. The Correct
Minor or Technical Infraction screen displays (see Exhibit 26).
3. Select the reason for the infraction from the drop-down list; this is a required field.
4. Enter the new program end date, which should be later than today’s date and must follow the
DoS Maximum and Minimum Duration of Participation rule. This is a required field.
5. Enter an explanation in the Remarks text box; this is a required field.
6. Click the Correct Minor or Technical Infraction button. A message displays stating that
the EV’s record has been successfully updated.
Note: This process sets the EV’s status back to Active.
7. On the message screen, click the Print Final DS-2019 link to print the Form. Sign the Form
in blue ink, and provide it to the EV and dependents, if any.
Note: Immediately following submission of the correct minor or technical infraction, the
Form may be printed one time. If printing the Form at this time fails, use the Reprint
Form DS-2019 option on the Exchange Visitor Information screen. See Section 2.5.6, Print a
Draft or Final Form DS-2019, for printing instructions.
132
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.8.2 Reinstatement Request (EV in Inactive Status)
Use the Correct Minor or Technical Infraction process to change an EV’s SEVIS status from
Inactive to Active as long as regulatory requirements are met and the process is used prior to 121
days after the EV’s status changed to Inactive.
When the current date is between 121 days and 270 days after the EV’s status changed to
Inactive, you may submit a request for reinstatement to DoS for review and approval
(22 CFR 62.45, Reinstatement to Valid Program Status). Reinstatement cannot be requested
when the current date is greater than 270 days after the status changed to Inactive. In that case,
the EV is in Inactive status and the EV’s information cannot be updated.
Note: A non-refundable fee is required when submitting a Reinstatement request for an EV
(22 CFR 62.17, Fees and Charges). DoS will not begin to process the request until the
supporting documentation and copy of the Pay.gov confirmation page showing payment of the
non-refundable fee have been received.
To request reinstatement for an EV whose status has been Inactive for at least 121 days and not
more than 270 days, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose reinstatement request is
being submitted (perform a search for the record or use the EV Lists link).
2. Click the Reinstatement Request link on the Actions menu. The Reinstatement Request
screen displays.
3. Enter the new program end date, which must follow the DoS Maximum and Minimum
Duration of Participation rules (see Attachment B, DoS Maximum and Minimum Duration of
Participation Rules).
4. Enter an explanation for the request in the Remarks text box; this is a required field.
5. Click the Submit Reinstatement button. A message displays stating that the request is not
complete. Read the message carefully; it lists the materials that must be submitted to DoS
before the request will be processed.
Note: DoS will not begin to process this request until a copy of the Pay.gov confirmation
page showing payment of the non-refundable fee and the supporting documentation have
been received. The request must be submitted via SEVIS, and a copy of the Pay.gov
confirmation page and supporting documentation must be submitted to DoS. The supporting
documentation can include, but is not limited to, the following:
• Copies of all of the EV’s Forms DS-2019 issued to date
•
Evidence that the SEVIS I-901 Fee has been paid (required by PL 104-208)
•
A written statement, and documentary information supporting the statement,
declaring that the EV is pursuing or has at all times intended to pursue the original
Exchange Visitor Program activity for which he or she was admitted to the United
States
133
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
A written statement declaring that the EV failed to maintain valid program status due
to circumstances beyond the control of the EV, or from administrative delay or
oversight, unintentional, or excusable neglect on your part or the EV’s part
or
A written statement declaring that it would be an unusual hardship to the EV if DoS
does not grant the reinstatement request and return the EV to valid program status
6. Access the Pay.gov web site (https://www.pay.gov/) and submit your electronic payment
following the instructions provided by DoS. See Section 2.14, Electronic Submission of
Payment, for additional information regarding electronic payment of fees.
7. Submit a copy of the Pay.gov confirmation page showing payment of the non-refundable fee,
EV’s full name and SEVIS ID, and supporting documentation to DoS at the appropriate
address. This request will not be processed until a copy of the Pay.gov confirmation page
and supporting documentation have been received by DoS. (See Section 1.1, Resources, or
Attachment A, Resources, for the appropriate address.)
Note: Sixty days after this request is submitted, the system will automatically cancel the
reinstatement request if DoS has not noted in SEVIS receipt of the fee and/or supporting
documentation. The submitter of the request will receive email notification of this
cancelation.
DoS must review this request; the following outcomes are possible:
• Request Approved—The submitter of the request will receive email notification of the
approval.
Note: Following approval of the reinstatement request, an RO or ARO must print the
Form DS-2019, sign it in blue ink, and provide it to the EV and dependents, if any.
Access the Exchange Visitor Information screen for the EV and click the
Reprint DS-2019 link. On the Reprint DS-2019 screen, select the reprint reason
“Reinstate an On-going program.” (See Section 2.5.8, Reprint a Form DS-2019, for
printing instructions.)
Note: If an error occurs when printing the Form DS–2019, the Reinstatement reprint
reason will be removed from the list of reprint reasons. Select the Other option and
enter the following text in the Remarks field, “Reinstate an On-going Program.”
•
Additional Information Required—The submitter of the request will receive email
notification of the request for information. A letter from the DoS Office of Designation,
Private Sector Exchanges, identifying the areas that require additional information and/or
documentation will be sent to the submitter of the request (by fax or the U.S. Postal
Service) in order for the review to continue.
Note: The response must be submitted within 30 calendar days of the email notification.
If DoS has not noted in SEVIS the receipt of a response within 30 calendar days of the
notification, the reinstatement request will be automatically canceled in SEVIS. Submit
the supporting documentation (along with the EV's full name and SEVIS ID) to the
appropriate address. (See Section 1.1, Resources, or Attachment A, Resources, for the
appropriate address.)
134
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
Request Denied—A letter from the DoS Office of Designation, Private Sector
Exchanges, regarding the denial decision will be sent (by fax or the U.S. Postal Service)
to the program sponsor.
2.8.3 Reinstatement Request for G-7 Participants (EV in Inactive Status)
When the current date is less than 271 days after the EV’s SEVIS status changed to Inactive and
the professor or research scholar’s program is greater than 5 years in length, a G-7 reinstatement
request can be submitted to DoS for review and approval (22 CFR 62.45, Reinstatement to Valid
Program Status). Reinstatement cannot be requested when the current date is greater than 270
days after the status changed to Inactive. When an EV is in Inactive status, his or her
information cannot be updated.
Note: A non-refundable fee is required when submitting a reinstatement request for an EV
(22 CFR 62.17, Fees and Charges). DoS will not begin to process the request until supporting
documentation and a copy of the Pay.gov confirmation page showing payment of the required
fee have been received.
To request reinstatement of an EV participating in a G-7 program, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose reinstatement request is
being submitted (perform a search for the record or use the EV Lists link).
2. Click the G-7 Reinstatement link on the Actions menu to display the Visitor Eligibility
screen. This screen contains a reminder that the person must be eligible to participate in this
type of program.
3. Review the information on the Visitor Eligibility screen and click the Continue button to
display the Reinstatement Request screen.
4. Enter the program end date, which may be up to 5 years after the current program end date.
5. Enter an explanation for the request in the Remarks text box; this is a required field.
6. Click the Submit Reinstatement button. A message displays stating that the request is not
complete. Read the message carefully; it provides additional information about the
reinstatement request.
Note: DoS will not begin to process this request until supporting documentation and a copy
of the Pay.gov confirmation page showing payment of the non-refundable fee have been
received. The request must be submitted via SEVIS, and a copy of the Pay.gov confirmation
page and supporting documentation must be submitted to DoS. The supporting
documentation can include, but is not limited to, the following:
• Copies of all of the EV’s Forms DS-2019 issued to date
•
Evidence that the SEVIS I-901 Fee has been paid (required by PL 104-208)
•
A written statement, and documentary information supporting the statement,
declaring that the EV is pursuing or has at all times intended to pursue the original
Exchange Visitor Program activity for which he or she was admitted to the United
States
135
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
A written statement declaring that the EV failed to maintain valid program status due
to circumstances beyond the control of the EV, or from administrative delay or
oversight, unintentional, or excusable neglect on your part or the EV’s part
or
A written statement declaring that it would be an unusual hardship to the EV if DoS
does not grant the reinstatement request and return the EV to valid program status
7. Access the Pay.gov web site (https://www.pay.gov/) and submit your electronic payment
following the instructions provided by DoS. See Section 2.14, Electronic Submission of
Payment, for additional information regarding electronic payment of fees.
8. Submit a copy of the Pay.gov confirmation page showing payment of the non-refundable fee,
EV’s full name and SEVIS ID, and supporting documentation have been received by DoS.
This request will not be processed until a copy of the Pay.gov confirmation page and
supporting documentation have been received by DoS. (See Section 1.1, Resources, or
Attachment A, Resources, for the appropriate address.)
Note: Sixty days after this request is submitted, the system will automatically cancel the
reinstatement request if DoS has not noted in SEVIS the receipt of the fee and/or supporting
documentation. The submitter of the request will receive email notification of this cancelation.
Once DoS reviews the reinstatement request, the following outcomes are possible:
• Request Approved—The submitter of the request will receive email notification of the
approval. An RO or ARO must print an updated copy of the Form DS–2019, sign it in
blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.8, Reprint a
Form DS-2019, for printing instructions.)
Note: If an error occurs when printing the Form DS–2019, the Reinstatement reprint
reason will be removed from the list of reprint reasons. Select the Other option and
enter the following text in the Remarks field, “Reinstate an On-going Program.”
• Additional Information Required—The submitter of the request will receive email
notification of the request for additional information. A letter from the DoS Office of
Designation, Private Sector Exchanges, identifying the areas that require additional
information and/or documentation will be sent to the submitter of the request (by fax or
the U.S. Postal Service) in order for the review to continue.
Note: The response must be submitted within 30 calendar days of the email notification.
If DoS has not noted in SEVIS the receipt of a response within 30 calendar days of the
notification, the reinstatement request will automatically be canceled in SEVIS. Include
the EV’s full name and SEVIS ID when submitting the supporting documentation to
DoS.
•
Request Denied— A letter from the DoS Office of Designation, Private Sector
Exchanges, regarding the denial decision will be sent (by fax or the U.S. Postal Service)
to the program sponsor.
136
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.8.4 Cancel Reinstatement Request (EV in Inactive Status)
After a reinstatement request has been submitted to DoS for review, the request may be canceled
before it is processed by DoS. This option can be used for both regular reinstatement requests
and reinstatement requests for G-7 participants.
Note: This option is only available following the submission of a reinstatement request to DoS.
To cancel a reinstatement request, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose request is being canceled
(perform a search for the record or use the EV Lists link).
2. Click the Cancel Reinstatement link on the Actions menu to display the Cancel
Reinstatement Request screen.
3. Enter optional comments in the Remarks text box.
4. Click the Cancel Reinstatement Request button. A message displays stating that the
request has been canceled; the EV’s record will remain in Inactive status.
2.8.5 Terminate Exchange Visitor (EV in Inactive Status)
See Section 2.7.1.11, Terminate Exchange Visitor (EV in Active or Inactive Status), for
instructions on terminating an EV or Section 2.7.2.2.1, Terminate Dependent in Active, Inactive,
or Transferred Status, for instructions on terminating a dependent separately from an EV.
2.9
Transfer Procedures for Receiving Program
When an EV transfers to another program, his or her record in SEVIS must be updated and
validated no later than 30 days after the effective date of transfer listed in SEVIS. Validation of
program participation requires the receiving sponsor to acknowledge that the EV has reported as
required and to collect the EV’s current U.S. address (actual physical location where the EV will
reside while in the United States). Updating the EV’s record and validation of program
participation can take place at any time after the effective date of transfer. Failure to validate the
transfer EV’s program participation 30 days past the effective date of transfer will result in
SEVIS changing the EV’s status to No Show.
Note: In accordance with 22 CFR 62.12(c)(8), Issuance of Form DS-2019, the EV’s site of
activity should also be reviewed and updated at the time of validation. In the event that more
than one site of activity has been listed for the EV in SEVIS, the primary site of activity must be
specified.
Note: When a program is expecting to receive a transfer EV from another SEVIS program, that
EV’s name will display on the All Exchange Visitors and Dependents list and the Transferred
Status Exchange Visitors and Dependents list after the effective date of transfer identified in
SEVIS. This EV’s status will change to Transferred once the effective date of transfer arrives.
Note: If the status of the receiving program is NOT Active on the effective date of transfer
listed on the EV's record in SEVIS, the transfer will be canceled. The RO of the transferring-out
137
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
program sponsor and the RO of the receiving program sponsor will receive email notification of
the cancelation.
The following sections provide detailed instructions for the receiving sponsor on how to
complete the transfer process for an EV or set the EV’s status to No Show:
• 2.9.1 Transfer—Exchange Visitor Personal Information and U.S. Address
•
2.9.2
Transfer—Add Site of Activity
•
2.9.3
Transfer—Add Dependent/Edit Dependent Data
•
2.9.4
Transfer—Financial Information
•
2.9.5
Validate the EV’s Program Participation (EV in Transferred Status)
•
2.9.6 Transfer—No Show
2.9.1 Transfer—Exchange Visitor Personal Information and U.S. Address
When an EV transfers, the receiving sponsor must update his or her Form DS-2019 in SEVIS
before validating the EV’s program participation. To update the Form, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose personal information is
being updated (perform a search for the record or use the EV Lists link).
2. Click the Edit DS-2019 link on the Actions menu to begin updating the EV’s Form. Exhibit
42: New Exchange Visitor Screen for Transfer EV, is an example of the screen that displays.
138
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 42: New Exchange Visitor Screen for Transfer EV
139
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3. Below is a list with explanations of the fields/sections on this screen. Some of this
information is filled in by SEVIS and may be updated. An asterisk (*) precedes the fields
and sections that must be completed. To complete this screen, enter the following data:
*
Field/Section
1. Family Name
2. First Name
3. Middle Name
4. Suffix
*
*
*
5. Date of Birth
6. Gender
7. City of Birth
*
8. Country of Birth
Description/Explanation
If necessary, change the surname or last name of the EV. If
the EV has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they appear on
the passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
If necessary, change the first name of the EV. Leave this
field blank if the person has only one name.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names
should be entered in SEVIS exactly as they appear on the
passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
If necessary, change the middle name of the EV. Leave this
field blank if the person has no middle name, or the middle
name is unknown.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names
should be entered in SEVIS exactly as they appear on the
passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
If necessary, change the title, such as Junior, that appears at
the end of a person’s name.
If necessary, change the EV’s date of birth.
If necessary, select the EV’s gender, male or female.
If necessary, change the unabbreviated name of the city
where the EV was born.
If necessary, change the country in which the EV was born.
Note: United States may be selected as the COB if the EV
was born to a foreign diplomat or is an expatriate. If the
person was born in the United States or a U.S. territory,
perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
Territory is chosen… drop-down list.
Note: Under Regulation 8 CFR 214.5, an EV from a country
140
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
on the restricted country list may not engage in or seek to
obtain training in aviation maintenance, flight operations, or
nuclear-related studies or training. Therefore, you may not
create or update an EV’s personal or program information as
follows:
• If an EV’s COB or COC is on the restricted country
list, you may not select or update his or her field of
study to training in aviation maintenance, flight
operations, or nuclear-related studies or training.
•
*
9. Country of
Citizenship
If an EV’s field of study is in aviation maintenance,
flight operations, or nuclear-related studies or
training, you may not select or update his or her COB
or COC to a country that is on the restricted country
list.
If necessary, change the country in which the EV maintains
citizenship.
Note: Under Regulation 8 CFR 214.5, an EV from a country
on the restricted country list may not engage in or seek to
obtain training in aviation maintenance, flight operations, or
nuclear-related studies or training. Therefore, you may not
create or update an EV’s personal or program information as
follows:
• If an EV’s COB or COC is on the restricted country
list, you may not select or update his or her field of
study to training in aviation maintenance, flight
operations, or nuclear-related studies or training.
•
*
10. Country of Legal
Permanent
Residence
11. Email Address
If an EV’s field of study is in aviation maintenance,
flight operations, or nuclear-related studies or
training, you may not select or update his or her COB
or COC to a country that is on the restricted country
list.
If necessary, change the country in which the EV is an LPR.
For most EVs, the country of legal permanent residence will
be the same as the COC. Some EVs, however, will be
permanent residents of other countries. Note the difference
between permanent and temporary residence. For example,
a French citizen who is teaching in Italy on a 1-year contract,
and applying for a J visa from Italy, would not be considered
an LPR of Italy.
Enter an email address for the EV. Completion of this field
is optional.
141
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
*
*
Field/Section
12. Position
13. Exchange Visitor
Category
Au Pair EV
Secondary Student
EV
14. Occupational
Category
*
15. Student Intern
Foreign Degree
16. Student Intern
Foreign Field of
Study
17. Subject/Field
Description
Description/Explanation
Select an option from the list that most closely matches the
EV’s position in his or her home country.
This field defaults to the category in which the EV has been
approved to participate in while in the United States, and it
cannot be changed.
The following optional data may be entered for an au pair:
• Residential Address Information
– Local community coordinator first and last name
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
The following optional data may be entered for a secondary
student:
• Residential Address Information
– Local community coordinator first and last name
• Residential Address Type—Select either Host
Family or Boarding School
Note: This field is required when any Host Family or
Boarding School fields are completed.
• Host Family Information
– Primary contact first and last name
– Secondary contact first and last name
– Telephone number
• Boarding School Information
– Boarding school name
– Telephone number
Select an occupational category for the EV. This field is
only available for EVs participating in Trainee and Intern
programs.
This field cannot be edited at this time.
This field cannot be edited at this time.
To change the current subject/field description, perform the
following:
a. Click the Select button to display the Select Subject/Field
Code screen.
b. Make a selection from the Category drop-down list.
c. Click the Search button to view the list of subjects/fields
associated with the selected category.
142
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
d. Find the subject that most closely matches the EV’s field
of study and click its code, at the left end of the row.
The system will automatically return to the New
Exchange Visitor screen and the final selection will be
displayed.
e. If necessary, repeat Steps a through d to select a different
code. This is a required field.
Note: Under Regulation 8 CFR 214.5, an EV from a country
on the restricted country list may not engage in or seek to
obtain training in aviation maintenance, flight operations, or
nuclear-related studies or training. Therefore, you may not
create or update an EV’s personal or program information as
follows:
• If an EV’s COB or COC is on the restricted country
list, you may not select or update his or her field of
study to training in aviation maintenance, flight
operations, or nuclear-related studies or training.
•
*
Subject/Field
Remarks
*
18. Current U.S.
Address
19. Foreign Address
20. Creation Reason
If an EV’s field of study is in aviation maintenance,
flight operations, or nuclear-related studies or
training, you may not select or update his or her COB
or COC to a country that is on the restricted country
list.
Enter additional comments regarding the EV’s program
while in the United States or enter “None.” Do not use hard
returns (that is, do not press the Enter key) when entering
text; doing so may make the text wrap and print in Section 5
of the Form DS-2019. Exhibit 13 is an example of how the
text may print when hard returns are used.
Note: The text may be shortened on the printed
Form DS-2019 if it is longer than the available space.
However, the entire text can be viewed in SEVIS.
Enter the actual U.S. address where the EV will reside while
in the United States.
Note: When entering data for secondary school students
(high school students), enter the name of the host family in
the Address 1 field and enter the street address for this
residence in the Address 2 field. For an au pair, enter the
host family’s name and address.
Enter the person’s foreign address. Completion of these
fields is optional.
The only valid creation reason for a transfer EV is
143
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
Description/Explanation
Transferred.
21. Program Begin Date This field defaults to the EV’s original program begin date
and cannot be changed.
The date, determined by the program sponsor, on which an
22. Program End Date
EV’s program will end. The Program End Date cannot be
changed at this time.
4. Click one of the following buttons:
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Save Draft—Click this button to save the data that have been entered.
•
Next—Click this button to automatically save the data entered and advance to the next
page of the EV’s Form DS-2019. If any fields and sections have not been completed or
contain incorrect information, the system will display an error message indicating the
error(s). Make the necessary corrections and click the Next button again to display the
Site of Activity Menu screen.
Note: When the EV is a professor or research scholar, the Visitor Eligibility screen will
display. This screen contains a reminder that the person must be eligible to participate in
this type of program. Click the Continue button to display the Site of Activity Menu
screen. See Section 2.9.2, Transfer—Add Site of Activity, for further instructions.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the transfer Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
2.9.2 Transfer—Add Site of Activity
Page 2 of the electronic Form DS-2019, Site of Activity Menu screen (Exhibit 14), is used to
collect program information for the EV. It provides a summary of the information entered for
the EV, and an option for adding sites of activity. All EVs must have at least one site of activity.
To enter information about the EV’s site of activity, perform the following:
1. Click the Add Site of Activity link in the lower-left part of the Site of Activity Menu screen.
The system displays the Exchange Visitor Information—Add Site of Activity screen.
2. In the Site of Activity field, enter the name of the place where the EV will participate in his
or her program. For an au pair, enter the host family’s name. For a secondary school student
(high school student), enter the name of the high school.
3. In the Site of Activity Address fields, enter the physical location of the site. For an au pair,
enter the host family’s address. For secondary school students (high school students), enter
the address of the high school.
144
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: Do not enter post office box numbers in this address.
4. Enter optional comments in the Remarks text box.
Note: See Section 2.7.2.4.1, Edit Site of Activity (EV in Active or Transferred Status), for
detailed instructions on how to edit an EV’s site of activity.
5. Click the Add Site of Activity button to save the data entered for this EV. The system
displays the Site of Activity Menu screen. Summary information for the site that has been
added displays below the EV’s personal information.
Note: Multiple sites of activity may be added for an EV; follow the procedures above to add
more sites of activity. If the EV has multiple sites of activity, the site selected as the primary
site of activity (the Primary Site of Activity radio button is selected) will be the one that
prints on the Form DS-2019.
6. If multiple sites of activity have been added to the EV’s record, perform the following to
change the primary site of activity:
a. Click the radio button to the left of the EV’s primary site of activity.
b. Click the Change Site of Activity button, and a message will display stating that the
primary site of activity has been changed.
c. Click OK and the Site of Activity Menu screen will display.
7. Click one of the following buttons:
•
Previous—Click this button to return to the New Exchange Visitor screen.
•
Next—Click this button to advance to the Exchange Visitor Dependents Menu screen.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the transfer Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
2.9.3 Transfer—Add Dependent/Edit Dependent Data
Page 3 of the electronic Form DS-2019, Exchange Visitor Dependents Menu screen, contains
summary information for the EV and dependents, if any. It also contains a link to add
dependents or edit the data for an existing dependent. Procedures for both options are described
in the next two sections.
Note: Only the data for the spouse and children of an EV coming to the United States on J-2
visas are entered into SEVIS. If the spouse and child dependents plan to enter the United States
on other types of visas, do not enter their information in SEVIS.
2.9.3.1 Transfer—Add Dependent
Dependents can be added to the EV’s SEVIS record. However, if both a husband and wife are
entering the United States on J-1 visas, add the dependent child’s information to only one SEVIS
145
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
record (Form DS-2019). Do not add the dependent child’s information to both parents’
records/Forms. Doing so will give the dependent child two SEVIS records.
To add a dependent for an EV transferring into your program, perform the following:
1. Click the Add Dependent link on the Exchange Visitor Dependents Menu screen. The
Exchange Visitor Information—Add Dependent screen displays.
2. Below is a list with explanations of the fields and sections on the Exchange Visitor
Information—Add Dependent screen (Exhibit 17). An asterisk (*) precedes the fields and
sections that must be completed. To complete this screen, enter the following data:
*
Field/Section
1. Family Name
2. First Name
3. Middle Name
4. Suffix
*
5. Date of Birth
*
*
6. Gender
7. Relationship
*
8. City of Birth
Description/Explanation
Enter the surname or last name of the dependent. If the
dependent has only one name, enter it in this field.
Note: The DoS Bureau of Consular Affairs has advised that
names should be entered in SEVIS exactly as they appear on
the passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
Enter the first name of the dependent. Leave this field blank
if the dependent has only one name.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names
should be entered in SEVIS exactly as they appear on the
passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
Enter the middle name of the dependent. Leave this field
blank if the dependent has no middle name, or the middle
name is unknown.
Note: Even though this is not a required field in SEVIS, the
DoS Bureau of Consular Affairs has advised that names
should be entered in SEVIS exactly as they appear on the
passport. In the event the nonimmigrant does not have a
passport, enter the name as it displays on the National ID
card.
Select a title, such as Junior, that may appear at the end of a
person’s name.
Enter the dependent’s date of birth in MM/DD/YYYY
format.
Select the dependent’s gender, male or female.
Select Spouse or Child. A dependent child must be younger
than 21 years of age.
Enter the unabbreviated name of the city where the
dependent was born.
146
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
*
*
*
Field/Section
9. Country of Birth
10. Country of
Citizenship
11. Country of Legal
Permanent
Residence
12. Email Address
Description/Explanation
Select the country in which the dependent was born.
Note: United States may be selected as the COB if the EV
was born to a foreign diplomat or is an expatriate. If the
person was born in the United States or a U.S. territory,
perform the following:
a. Complete the Country of Birth field.
b. Select an option from the If the United States or U.S.
Territory is chosen… drop-down list.
Select the country in which the dependent maintains
citizenship.
Select the country in which the dependent is an LPR.
For most EV applicants, the country of legal permanent
residence will be the same as the COC. Some applicants,
however, will be permanent resident residents of other
countries. Note the difference between permanent and
temporary residence. For example, a French citizen who is
teaching in Italy on a 1-year contract, and applying for a J
visa from Italy, would not be considered an LPR of Italy.
Enter an email address for the dependent. Completion of this
field is optional.
3. Click the Add Dependent button to automatically save the data entered and return to the
Exchange Visitor Dependents Menu screen. To add another dependent, repeat the process
described above.
4. Click one of the following buttons:
•
Previous—Click this button to return to the Site of Activity Menu screen.
•
Next—Click this button to advance to the Financial Information screen. See Section
2.9.4, Transfer—Financial Information, for further instructions.
•
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the transfer Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
147
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.9.3.2
Transfer—Update Dependent Data
To update dependent data, perform the following:
1. On the Exchange Visitor Dependents Menu screen, click the Edit link to the right of the
name of the dependent whose data are being updated. The Exchange Visitor Information—
Edit Dependent screen displays.
2. Make the necessary updates to the dependent’s data. See Section 2.9.3.1, Transfer—Add
Dependent, for detailed instructions for completing the fields.
3. Click the Submit Edit button. The Exchange Visitor Dependents Menu displays.
4. Click the Next button to advance to the Financial Information screen.
2.9.3.3 Transfer—Terminate Dependent
If a dependent must be terminated, complete this process before updating the EV’s record and
prior to validating the EV’s participation. The Terminate Dependent link will not be available
after the EV’s record is updated.
See Section 2.7.2.2.1, Terminate Dependent in Active, Inactive, or Transferred Status, for
instructions on how to terminate a dependent.
Note: In SEVIS, termination implies a change from Active or valid program status prior to the
EV’s program completion. Termination has an adverse, or negative, effect on the dependent’s
record. A dependent can be terminated separately from an EV, which has no effect on the EV’s
SEVIS record.
2.9.3.4 Transfer—End Status of Dependent
If a dependent’s status must be ended, complete this process before updating the EV’s record and
prior to validating the EV’s participation. The End Status link will not be available after the
EV’s record is updated.
See Section 2.7.2.2.2, End Status of Dependent in Active or Transferred Status, for instructions
on how to end the status of a dependent.
2.9.4 Transfer—Financial Information
Page 4 of the electronic Form DS-2019, Financial Information screen, is used to collect financial
information for the EV. This screen represents the final step in creation of a transfer record for
an EV.
Note: Financial data should reflect the amount of financial support provided to the EV for the
duration of his or her program shown on all Forms DS-2019.
148
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
To complete the Financial Information screen, perform the following:
1. Below is a list with explanations of the fields and sections on this screen. An asterisk (*)
precedes the fields and sections that must be completed. To complete this screen, enter the
following data:
Field/Section
*
Description/Explanation
25. During the period covered by The EV must have at least one source of funding
listed in Section 25 and/or Section 26 of the
this program, the total
Financial Information screen.
estimated financial support
Note: All dollar amounts must be entered in SEVIS
(in U.S. dollars) is to be
without commas and periods, and should be rounded
provided to the exchange
to the nearest whole dollar (for example, $15,459.87
visitor by:
should be entered as 15460).
Enter the following information as applicable.
If applicable, enter the amount, in U.S. dollars, that
Current Program Sponsor
the program sponsor will contribute to the EV.
26. This program sponsor has/has Select has or has not to indicate whether the EV has
received direct or indirect funding from U.S.
not received funding for
Government agencies. This is a required field.
international exchange from
one or more U.S. Government
• Direct Funding—Financed in whole or in
Agency(ies) to support this
part by the U.S. Government or the EV’s
exchange visitor. If any U.S.
government with funds contributed directly to
Government Agency(ies)
the EV in connection with his or her
provided funding, indicate the
participation in an Exchange Visitor Program.
Agency(ies) by code below.
• Indirect Funding—Financed by one of the
following:
–
An international organization with funds
contributed by either the U.S. Government
or the EV’s government for use in
financing international educational and
cultural exchanges
–
*
Financial Support from
organizations other than the
sponsor will be provided by one
of the following:
An organization or institution with funds
made available by either the U.S.
Government or the EV’s government for
the purpose of furthering international
educational and cultural exchanges.
Note: If has is selected in response to this statement,
complete the applicable fields in Section 26.
The EV must have at least one source of funding
listed in Section 25 and/or Section 26 of the
Financial Information screen. If necessary, complete
one or more of the fields in this section.
Note: All dollar amounts must be entered in SEVIS
149
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field/Section
U.S. Government Agency(ies)
[maximum of 2]
International Organization(s)
[maximum of 2]
The Exchange Visitor’s
Government
The Binational Commission of
the Exchange Visitor’s Country
All other organizations
providing support
Enter names of other
organizations below.
Personal Funds
Description/Explanation
without commas and periods, and should be rounded
to the nearest whole dollar (for example, $15,459.87
should be entered as 15460).
Select the agency from which the EV has received
funding, and enter the amount in U.S. dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name and
amount of funding will print on the Form DS-2019.
Select the organization from which the EV has
received funding, and enter the amount in U.S.
dollars.
Note: If Other is selected, enter the name of the
organization in the text box provided. The name and
amount of funding will print on the Form DS-2019.
Enter the amount, in U.S. dollars, that the EV’s
government is contributing
Enter the amount, in U.S. dollars, that the Binational
Commission is contributing.
Enter the total amount, in U.S. dollars, that all other
organizations are contributing.
Enter each organization name and the amount of
money being given to the EV. For example, ABC
Agency (500), DEF Organization (2500), XYZ
(2000). (Only 80 characters can be entered into this
field.)
The names and amounts of funding will print on the
Form DS-2019.
Enter the amount, in U.S. dollars, that the EV is
contributing.
2. When finished, click one of the following buttons:
•
Previous—Click this button to return to the previous page of the Form DS-2019.
WARNING: Be sure to save the data entered on this page before selecting the Previous
button. The unsaved data that were entered on this page will be lost if not saved first.
•
Reset Values—Click this button to return all unsaved entries to the previous values.
•
Submit DS-2019—Note: It is recommended that you print a draft copy of the EV’s
Form DS-2019 and review it for accuracy. Necessary corrections can be made to the data
before submitting the Form to SEVIS.
Click the Submit DS-2019 button to save the EV’s Form to SEVIS. A message displays
stating that the EV has been successfully transferred into your program; the EV’s status is
Transferred. Click the Print Final DS-2019 button to print the Form, sign it in blue ink,
150
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
•
and provide it to the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final
Form DS-2019, for printing instructions.
REMINDER: Be sure to validate the EV’s participation. See Section 2.9.5, Validate
the EV’s Program Participation (EV in Transferred Status), for instructions.
Save Draft—Click this button to save the data entered.
Print Draft DS-2019—Click this button to print a draft copy of the Form DS-2019. See
Section 2.5.6, Print a Draft or Final Form DS-2019, for printing instructions.
Note: It is recommended that you print a draft copy of the EV’s Form DS-2019 and
review it for accuracy. Necessary corrections can be made to the data before submitting
the Form to SEVIS.
2.9.5 Validate the EV’s Program Participation (EV in Transferred Status)
When an EV transfers to another program, his or her record in SEVIS must be validated.
Validation of program participation requires you to acknowledge that the EV has reported as
required, and collect the EV’s current U.S. address (actual physical location where the EV will
reside while in the United States) no later than 30 days after the effective date of transfer.
WARNING: PROGRAMS LESS THAN 30 DAYS IN DURATION—If the EV’s program is
less than 30 days in length, failure to validate the EV’s SEVIS record to indicate his or her
participation before the program end date listed in SEVIS will result in cancelation of the EV’s
record in SEVIS. The SEVIS status of the EV and dependents, if any, will automatically change
to No Show.
WARNING: PROGRAMS GREATER THAN 30 DAYS IN DURATION—Failure to
validate the transfer EV’s participation 30 days after the effective date of transfer listed in
SEVIS will result in SEVIS changing the status of the EV and dependents, if any, to No Show.
(See 22 CFR 62.76(b)(v), Transfer Procedures.)
Validation of program participation may take place at any time after the effective date of
transfer, but no later than 30 days after the effective date of transfer. However, if the EV’s
program participation has not been validated, a reminder will display on the Alerts list 15 days
following the effective date of transfer. A final reminder will display 25 days following the
effective date of transfer if the EV’s participation has not been validated.
Note: When a sponsor is expecting to receive a transfer EV from another SEVIS program
sponsor, the EV’s name will display on the All Exchange Visitors and Dependents list with the
status of Transferred once the effective date of transfer arrives. The EV’s name will also display
on the Transferred Status Exchange Visitors and Dependents list.
Validating a transfer EV’s participation is a two-step process. The EV’s SEVIS record must first
be updated, and then validated. To update the record and validate the participation of an EV
transferring into your program, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose program participation is
being validated (perform a search for the record or use the EV Lists link).
151
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2. Click the Edit DS-2019 link on the Edits menu and update the EV’s data (see Section 2.9.1
through Section 2.9.4 for detailed instructions).
3. Click the Submit DS-2019 button to submit the data to SEVIS. A message displays stating
that the data have been successfully submitted to SEVIS.
Note: The EV is not in Active status. The EV’s program participation must be validated;
continue with the following steps to validate the EV’s participation.
4. On the message screen, click Print Final DS–2019 button to print a final copy of the Form,
sign it in blue ink, and provide it to the EV and dependents, if any. (See Section 2.5.6, Print
a Draft or Final Form DS-2019, for printing instructions.)
Note: The current U.S. address (where the EV will reside) is collected in SEVIS but does
not print on the Form DS–2019. The address of the primary site of activity for the EV will
print on the Form. If the EV has multiple sites of activity, the selected site of activity (radio
button is selected) will print on the Form.
5. After printing the Form, the EV’s participation must be validated. Access the Exchange
Visitor Information screen for the EV whose program participation is being validated (if
necessary, perform a search for the record or use the EV Lists link).
6. On the Exchange Visitor Information screen, click the Validate Program Participation link
to display the Validate Program screen.
7. Ensure the accuracy of the current U.S. address (residence) for this EV and make corrections
as necessary.
Note: When entering data for secondary school students (high school students), enter the
name of the host family in the Address 1 field and enter the street address for this residence
in the Address 2 field. For an au pair, enter the host family’s name and address.
Note: Passport, visa, and POE information may be received from other systems. However,
if the fields are not filled in, the following data may be entered, if available:
• Passport Number
•
Passport Issuing Country
•
Passport Expiration Date
•
Visa Number
•
Post/Country of Visa Issuance
•
Visa Expiration Date
•
Visa Issue Date
•
Admission Number
•
Port of Entry
•
Date of Entry
8. Click the Validate Program button. The Listing of Programs screen displays, and the status
of the EV and dependents (if any) is Active.
152
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.9.6 Transfer—No Show
The No Show option is used to indicate that the EV’s program participation has not been
validated in SEVIS. When an EV’s status is No Show, the EV has violated the Exchange
Visitor Program regulations. This has an adverse, or negative, affect on the EV’s record, and on
the record of each dependent of the EV.
When an EV is in Transferred status, an RO/ARO may set the EV’s status to No Show. The No
Show option is available prior to validating an EV’s program participation in SEVIS. To change
an EV’s status to No Show, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose status is being updated
(perform a search for the record or use the EV Lists link).
2. Click the No Show link on the Actions menu to display the No Show screen.
3. Review the data to ensure that this is the EV whose SEVIS status is being changed to No
Show.
4. Click the No Show button. The system displays a message stating that the EV’s record has
been successfully updated; the EV’s status will immediately change to No Show.
Note: Dependent records are automatically set to No Show when the EV’s record is set to No
Show.
2.10
SEVIS Correction Procedures
Two different types of corrections may be requested for EV and dependent SEVIS records:
• 30-Day Correction—When this option is used, EV and/or dependent SEVIS records are
corrected immediately.
•
Reinstatement – Update SEVIS Status—When this option is used, DoS must review
and process the request.
These options are discussed in detail in the following sections.
2.10.1 30-Day Correction Period for SEVIS Status
Note: DoS anticipates that this functionality will be used on rare occasions since sponsors are
required to validate an EV’s program participation no later than 30 days after the program begin
date. For programs with durations less than 30 days, the EV’s program participation must be
validated before the program end date. DoS reviews SEVIS reports that provide information
about programs that utilize this functionality.
If the EV’s SEVIS status has changed to Active, Invalid, or No Show within the past 30 days,
the Correct SEVIS Status option may be used to change the EV’s status from:
• Active to Initial
•
Invalid to Initial
•
Invalid to Active
•
No Show to Active
153
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
The EV’s SEVIS status will change immediately when using this function. Also, if the EV’s and
dependent’s status changed to Active, Invalid, or No Show on the same date, when the EV’s
status is corrected using this option, the dependent’s status will change to the same SEVIS status
as the EV. For example, the SEVIS status of the EV and dependent changed to Invalid on the
same date. When the Correct SEVIS Status option is used to change the EV’s status to Active,
the dependent’s status will change to Active at the same time.
Note: If a dependent’s status changed separately from the EV’s SEVIS status, and the Correct
SEVIS Status option is used, the EV’s status will not change. See Section 2.10.2, 30-Day
Correction Period for SEVIS Status for Dependent, for additional information.
Exhibit 43: Correct SEVIS Status Screen, is an example of the screen used to change an EV’s
status.
154
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 43: Correct SEVIS Status Screen
To change the EV’s status, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose status is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Correct SEVIS Status link on the Actions menu. A confirmation screen displays.
3. Read the message, and click the I Agree button to continue to the Correct SEVIS Status
screen, or click the Cancel button to return to the Exchange Visitor Information screen
without changing the EV’s status.
155
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Note: As the sponsor’s official, you have been granted permission to make this change of
SEVIS status without the direct involvement of the Department of State’s Office of
Designation, Private Sector Exchanges. However, you must maintain and provide the
supporting documentation for this change to DoS or DHS upon request.
4. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
Field
* 1. Change Status To
* 2. Program Begin Date
* 3. Program End Date
4. Current U.S. Address
* 5. Remarks
Description/Explanation
Select an option from the drop-down list.
Enter the date in MM/DD/YYYY format.
Note: When requesting to change the EV’s status from:
• Active to Initial—The begin date must be the current
date or a future date.
• Invalid to Initial—The begin date must be the current
date or a future date.
• Invalid to Active—The begin date must be the
current date or a date in the past; it cannot be a future
date.
• No Show to Active—The begin date must be the
current date or a date in the past; it cannot be a future
date.
Enter the date in MM/DD/YYYY format.
The end date, in combination with the program begin date
must:
• Be equal to or greater than the minimum duration of
participation
and
• Cannot exceed the maximum duration of
participation for the EV’s selected category, as
identified in the Exchange Visitor Program
regulations.
If necessary, update the address where the EV resides in the
United States (22 CFR 62.70(b), SEVIS Reporting
Requirements).
Note: When entering data for secondary school students
(high school students), enter the host family name in the
Address 1 field and enter the street address for the residence
in the Address 2 field. For an au pair, enter the host
family’s name and address.
Enter an explanation for this correction request; this is a
required field. A maximum of 500 characters can be entered
into the Remarks text box.
156
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
5. Select one of the following buttons:
•
Correct SEVIS Status—Click this button to save this information to SEVIS and update
the status of the EV and associated dependents, if any. On the Update Successful screen,
click the Print Final DS-2019 button to print a new Form DS-2019, sign it in blue ink
and forward it to the EV and dependents, if any. See Section 2.5.6, Print a Draft or Final
Form DS-2019, for instructions.
Note: When the SEVIS status of an EV changes from Invalid to Initial or Invalid to
Active, the allotment of Forms DS-2019 will be decreased by one.
•
Reset Values—Click this button to clear the data entered on this screen.
•
Cancel—Click this button to return to the Exchange Visitor Information screen without
changing the SEVIS status of the EV and dependents.
2.10.2 30-Day Correction Period for SEVIS Status for Dependent
The Correct SEVIS Status option may be used to change the dependent’s status to the same
status as the EV if the dependent’s status meets all of the following criteria:
1. Is currently Invalid, No Show, or Terminated
2. Changed to Invalid, No Show, or Terminated within the past 30 days
3. Does not match the status of the EV
For example, if the RO/ARO terminated the dependent by mistake, the dependent’s status will be
Terminated and the EV’s status will be Active. When the Correct SEVIS Status option is used,
the dependent’s SEVIS status will immediately change to match the status of the EV.
Note: If the status of both the EV and dependent changed to Invalid, No Show, or Terminated
on the same date, the Correct SEVIS Status option will not be available for the dependent.
To change the dependent’s status, perform the following:
1. Access the Dependent Information screen for the dependent whose status is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Correct SEVIS Status link on the Actions menu. A confirmation screen displays.
3. Read the message, and click the I Agree button to continue, or click the Cancel button to
return to the Dependent Information screen without changing the dependent’s status.
Note: As the sponsor’s official, you have been granted permission to make this change of
SEVIS status without the direct involvement of the DoS Office of Designation, Private
Sector Exchanges. However, you must maintain and provide the supporting documentation
for this change to DoS or DHS upon request.
4. On the Correct SEVIS Status for Dependent screen, enter an explanation in the Remarks text
box; this is a required field. A maximum of 500 characters can be entered into this text box.
157
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
5. Select one of the following buttons:
•
Correct SEVIS Status—Click this button to update the dependent’s status and save this
information to SEVIS. A message displays stating that the dependent’s status has been
updated; the dependent’s SEVIS status is immediately updated to match the EV’s status.
•
Reset Values—Click this button to clear the data entered in the Remarks text box.
•
Cancel—Click this button to return to the Dependent Information screen without
changing the SEVIS status of the dependent.
2.10.3 Reinstatement – Update SEVIS Status Request
If it is more than 30 days and less than 271 days since the SEVIS status of the EV changed to
Active, Invalid, or No Show, a Reinstatement – Update SEVIS Status request may be submitted
to DoS to change the status from:
• Active to Initial
•
Invalid to Initial
•
Invalid to Active
• No Show to Active
The Reinstatement – Update SEVIS Status option will also be available on the Exchange Visitor
Information screen to submit a request to DoS to change an EV’s SEVIS status from Terminated
to Active. This option will immediately become available when the EV’s SEVIS status is
changed to Terminated. The option will remain available for up to 270 days following the date
the EV’s status changed to Terminated. A change in the status of a SEVIS record from
Terminated to Active will always require the approval of DoS and therefore, must be processed
as a Reinstatement – Update SEVIS Status request.
Note: If an EV has dependents with the same status, and the status of the EV and dependents
changed at the same time, the Reinstatement – Update SEVIS Status link will be available on
the Exchange Visitor Information screen only.
If the dependent’s status changed separately from the EV’s status, approval of this request will
not affect the dependent’s status. For example, if the dependent’s status changed to No Show
and, the next day, the EV’s status changed to No Show, approval of the Reinstatement – Update
SEVIS Status request will only affect the EV’s status. The dependent’s SEVIS status will
remain No Show.
Requests may be submitted to DoS to change the SEVIS status of a dependent whose status
changed to Invalid, No Show, or Terminated separately from the EV’s status. See
Section 2.10.3.2, Reinstatement – Update SEVIS Status Request for Dependent, for instructions
on submitting a Reinstatement – Update SEVIS Status request for a dependent.
Note: A non-refundable fee is required when submitting a Reinstatement – Update SEVIS
Status request for an EV. DoS will not begin to process the request until the supporting
158
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
documentation and a copy of the Pay.gov confirmation page showing payment of the required
fee have been received.
The following sections provide instructions for submitting a Reinstatement – Update SEVIS
Status request for an EV and a dependent.
2.10.3.1
Reinstatement – Update SEVIS Status Request for EV
To submit a Reinstatement – Update SEVIS Status request for an EV, perform the following:
1. Access the Exchange Visitor Information screen for the EV whose status will be changed
(perform a search for the record or use the EV Lists link).
2. Click the Reinstatement – Update SEVIS Status link on the Actions menu to display the
Reinstatement – Update SEVIS Status for Exchange Visitor screen. Exhibit 44:
Reinstatement – Update SEVIS Status for Exchange Visitor Screen, is an example of the
screen.
159
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 44: Reinstatement – Update SEVIS Status for Exchange Visitor Screen
3. Below is a list with explanations of the fields on this screen. An asterisk (*) precedes the
fields that must be completed. To complete this screen, enter the following data:
Field
* 1. Change Status To
* 2. Program Begin Date
Note: This field is not
available when requesting to
change an EV’s SEVIS
status from Terminated to
Active.
Description/Explanation
Select an option from the drop-down list.
Enter the date in MM/DD/YYYY format.
Note: When requesting to change the EV’s status from:
• Active to Initial—The begin date must be the
current date or a future date.
•
Invalid to Initial—The begin date must be the
current date or a future date.
160
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Field
Description/Explanation
•
Invalid to Active—The begin date must be the
current date or a date in the past; it cannot be a
future date.
•
No Show to Active—The begin date must be the
current date or a date in the past; it cannot be a
future date.
•
* 3. Program End Date
* 4. Current U.S. Address
* 5. Remarks
Terminated to Active—The begin date must be
the current date or a date in the past; it cannot be
a future date.
Enter the date in MM/DD/YYYY format.
The end date, in combination with the program begin
date must:
• Be equal to or greater than the minimum
duration of participation
and
• Cannot exceed the maximum duration of
participation for the selected category, as
identified in the Exchange Visitor Program
regulations.
If necessary, update the address where the EV resides in
the United States (22 CFR 62.70(b), SEVIS Reporting
Requirements). Address 1, City, State, and Zip Code
are required fields. Completion of the Address 2 field
is optional
Note: When entering data for secondary school
students (high school students), enter the host family
name in the Address 1 field and enter the street address
for the residence in the Address 2 field. For an au pair,
enter the host family’s name and address.
Enter an explanation for this correction request; this is a
required field. A maximum of 500 characters can be
entered into the Remarks text box.
Note: DoS will not begin to process this request until
the fee and supporting documentation have been
received. If DoS has not noted in SEVIS receipt of the
fee and supporting documentation within 30 calendar
days of submission of the request, the Reinstatement –
Update SEVIS status request will automatically be
canceled in SEVIS.
161
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
4. Select the Submit button. A message displays stating that the request is not complete. Read
the message carefully; it provides additional information about the Reinstatement – Update
SEVIS status request, including mailing instructions.
Note: DoS will not begin to process this request until the supporting documentation and a
copy of the Pay.gov confirmation page showing payment of the non-refundable fee have
been received. The request must be submitted via SEVIS, and the supporting documentation
and a copy of the Pay.gov confirmation page must be submitted to DoS. The supporting
documentation can include, but is not limited to, the following:
• Copies of all of the EV’s Forms DS-2019 issued to date
•
Evidence that the SEVIS I-901 Fee has been paid (required by PL 104-208)
•
A written statement, and documentary information supporting the statement,
declaring that the EV is pursuing or has at all times intended to pursue the original
Exchange Visitor Program activity for which he or she was admitted to the United
States
•
A written statement declaring that the EV failed to maintain valid program status due
to circumstances beyond the control of the EV, or from administrative delay or
oversight, unintentional, or excusable neglect on your part or the EV’s part
or
A written statement declaring that it would be an unusual hardship to the EV if DoS
does not grant the reinstatement request and return the EV to valid program status
Note: If requesting to change the EV’s status from Active to Initial, the SEVIS record
will be locked while the request is being processed by DoS. Some of the options on the
Actions and Edits menus will not be available until the request has been processed by
DoS or canceled. Also, if DoS has not noted in SEVIS receipt of the supporting
documentation and a copy of the Pay.gov confirmation page showing payment of the
non-refundable fee within 30 calendar days of submission of the request, the status of the
EV and dependents, if any, will change to Invalid.
Note: Click the Reset Values button to return the unsaved data to the previous values, or
click the Cancel button to return to the Exchange Visitor Information screen without
requesting a change to the EV’s status.
5. Access the Pay.gov web site (https://www.pay.gov/) and submit your electronic payment
following the instructions provided by DoS. See Section 2.14, Electronic Submission of
Payment, for additional information regarding electronic payment of fees.
6. Submit a copy of the Pay.gov confirmation page showing payment of the non-refundable fee
to DoS. Include the EV's name and SEVIS ID, and supporting documentation for this
request to be processed. Mail the materials to the appropriate address. (See Section 1.1,
Resources, or Attachment A, Resources, for the appropriate address.)
Note: DoS will not begin to process this request until the supporting documentation and a
copy of the Pay.gov confirmation page showing payment of the non-refundable fee have
been received. If DoS has not noted in SEVIS receipt of a copy of the Pay.gov confirmation
162
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
page and supporting documentation within 30 calendar days of submission of the request in
SEVIS, the Reinstatement - Update SEVIS status request will be automatically canceled in
SEVIS.
Once DoS reviews the Reinstatement – Update SEVIS Status request, the following outcomes
are possible:
• Request Approved—The submitter of the request will receive email notification of the
approval, and must print an updated copy of the Form DS-2019, sign it in blue ink, and
provide it to the EV and dependents, if any. Use the Reprint DS-2019 link on the
Actions menu to print the Form. (See Section 2.5.8, Reprint a Form DS-2019, for
printing instructions.)
Note: This correction to the EV’s SEVIS status will automatically update the
dependent’s SEVIS status when, at the time the request was submitted, the:
– EV and dependent had the same status
–
•
•
Status of the EV and dependent changed to Active, Invalid, No Show, or Terminated
at the same time
Note: When the SEVIS status of an EV changes from Invalid to Initial or Invalid to
Active, the allotment of Forms DS-2019 will be decreased by one.
Additional Information Required—The submitter of the request will receive email
notification of the request for additional information. The email will identify the areas
that require additional information and/or documentation in order for the review to
continue.
Note: The response must be submitted within 30 calendar days of the email notification.
If DoS has not noted receipt of the response in SEVIS within 30 calendar days of the
notification, the reinstatement request will be automatically canceled in SEVIS.
Note: When requesting to change the EV’s status from Active to Initial, if DoS has not
noted in SEVIS receipt of the additional information within 30 calendar days of the
request for information notification, the status of the EV and dependents, if any, will
change to Invalid.
Submit the supporting documentation, including the EV’s full name and SEVIS ID, to
DoS. See Section 1.1, Resources, or Attachment A, Resources, for the appropriate
address.
Request Denied—If denied, the submitter of the request will receive email notification
of the denial decision.
Note: If the request to change the EV’s status from Active to Initial is denied by DoS,
the status of the EV and dependents, if any, will change to Invalid.
2.10.3.2
Reinstatement – Update SEVIS Status Request for Dependent
A request may be submitted to DoS to change the SEVIS status of a dependent whose status
changed to Invalid, No Show, or Terminated separately from the EV’s status. For example, the
EV’s SEVIS status is Active and the dependent’s status is No Show.
163
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
The Reinstatement – Update SEVIS Status option is only available on the Dependent
Information screen if it is more than 30 days and less than 271 days since the SEVIS status of the
dependent changed to Invalid, No Show, or Terminated.
Note: There is no fee required for processing a Reinstatement – Update SEVIS Status request
for a dependent. However, supporting documentation must be submitted to DoS.
To submit a Reinstatement – Update SEVIS Status request for a dependent, perform the
following:
1. Access the Dependent Information screen for the dependent whose status is being updated
(perform a search for the record or use the EV Lists link).
2. Click the Reinstatement – Update SEVIS Status link on the Actions menu to display the
Reinstatement – Update SEVIS Status for Dependent screen.
3. Enter an explanation in the Remarks text box; this is a required field. A maximum of 500
characters can be entered into the Remarks text box.
4. Click one of the following buttons:
•
Submit—A message displays stating that the request is not complete. Read the message
carefully; it provides additional information about the reinstatement request, including
mailing instructions
Note: DoS will not begin to process this request until the fee and supporting
documentation have been received. The request must be submitted via SEVIS and then
followed up with supporting documentation that can include, but is not limited to, the
following:
– A letter of explanation describing the need for the correction
–
Copies of the EV’s and the dependent’s Forms DS-2019 issued to date
– Copy of the dependent’s Form I-94
Remit the supporting documentation, along with the dependent’s full name and SEVIS
ID, for this request to be processed. Submit the materials to DoS. See Section 1.1,
Resources, or Attachment A, Resources, for the appropriate address.
Note: DoS will not begin to process this request until the supporting documentation,
including the full name and SEVIS ID of the dependent, has been received. If DoS has
not noted in SEVIS receipt of the supporting documentation within 30 calendar days of
submission of this request, the request will automatically be canceled in SEVIS.
•
Reset Values—Click this button to clear the data entered in the Remarks text box.
•
Cancel—Click this button to return to the Dependent Information screen without
requesting a change to the dependent’s status.
5. Remit the supporting documentation, along with the dependent’s full name and SEVIS ID,
for the request to be processed. Mail the materials to the appropriate address (see
Section 1.1, Resources, or Attachment A, Resources, for the appropriate address.
164
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Once DoS reviews the Reinstatement – Update SEVIS Status request, the following outcomes
are possible:
• Request Approved—The submitter of the request will receive email notification of the
approval and the dependent’s status will change to the same status as the EV. Print an
updated copy of the Form DS-2019, sign it in blue ink and provide it to the dependent.
Use the Reprint DS-2019 link on the Exchange Visitor Information screen to reprint the
Form.
•
•
Additional Information Required—The submitter of the request will receive email
notification of the request for additional information. The email will identify the areas
that require additional information and/or documentation in order for the review to
continue.
Note: The response must be submitted within 30 calendar days of the email notification.
If DoS has not noted in SEVIS receipt of the response within 30 calendar days of the
notification, the Reinstatement – Update SEVIS Status request will automatically be
canceled in SEVIS.
Submit the supporting documentation, including the dependent’s full name and SEVIS
ID, to DoS. See Section 1.1, Resources, or Attachment A, Resources, for the appropriate
address.
Request Denied—The submitter of the request will receive email notification of the
denial decision.
2.10.4 Cancel Reinstatement – Update SEVIS Status Request
The option for canceling a Reinstatement – Update SEVIS Status request is only available when
a Reinstatement – Update SEVIS Status request has been submitted to DoS for approval.
To cancel a Reinstatement – Update SEVIS Status request, perform the following:
1. Access the Exchange Visitor Information or Dependent Information screen for the EV or
dependent whose request is being canceled (perform a search for the record or use the EV
Lists link).
2. Click the Cancel Reinstatement – Update SEVIS Status link on the Actions menu. Either
the Cancel Reinstatement – Update SEVIS Status Request or the Cancel Reinstatement –
Update SEVIS Status Request for Dependent screen displays.
3. Enter an explanation in the Remarks text box; this is a required field.
4. Click one of the following buttons:
•
Cancel Request—Click this button to cancel the Reinstatement – Update SEVIS Status
request. The EV and/or dependent’s status will not change.
•
Reset Values—Click this button to clear the data entered in the Remarks text box.
Note: This button is only available on the Cancel Reinstatement – Update SEVIS Status
Request screen. It is not available on the Reinstatement – Update SEVIS Status Request
for Dependent screen.
165
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
2.11
Cancel—Click this button to return to the Exchange Visitor Information or Dependent
Information screen without canceling the request.
Alerts
Alerts are notices to users identifying tasks that need to be completed in SEVIS. In most cases,
these alerts are indicators that, according to the information currently in the system, a deadline is
approaching for some type of process. For example, the EV’s status will change (in many cases,
from Active to Terminated or Completed) if some type of action or update is not taken by the
RO or an ARO within a certain number of days. If no action is taken by the RO or ARO, the
system will automatically take action.
Note: When an alert exists, the *Alerts link will display on the Listing of Programs screen.
SEVIS does not send email notification for alerts. You must access SEVIS to view and process
alerts.
Exhibit 45: Listing of Programs Screen—Alerts Link, shows the location of the *Alerts link on
the screen. If there are no alerts for a program, the *Alerts link will not display on the Listing of
Programs screen.
Exhibit 45: Listing of Programs Screen—Alerts Link
Exhibit 46: Alerts for Agricultural Institute of America Screen, is an example of an alerts
screen. In Exhibit 46, the first alert is a reminder that the program’s designation expires. The
next alert is a reminder that the program must submit the annual report, and the third alert is for
EVs. To view an alert for EVs, click the *Alerts link. See Section 2.11.1, Viewing Alerts, for
further details.
166
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 46: Alerts for Agricultural Institute of America Screen
2.11.1 Viewing Alerts
To view alerts available for a specific program, perform the following:
1. On the Listing of Programs screen, click the *Alerts link for a specific program. The list of
alerts for that program displays. Each row in the list represents a SEVIS situation that
requires the attention of the RO or ARO. For example, 25 Days Beyond Effective Date of
Transfer indicates that there are EV records in Transfer status and the current date is 25 days
or more past the their effective date of transfer. These records must be validated if the EV
has arrived and is participating in his or her program. Otherwise, the system will
automatically set the status of the EV and dependents, if any, to No Show 30 days after the
effective date of transfer listed in SEVIS.
2. Click an alert to see the specific list of records that require processing.
3. Click the EV’s or dependent’s SEVIS ID or name link to access his or her record.
4. Process the record. For example, for the 25 Days Beyond Effective Date of Transfer alert,
click the EV’s name and select the Edit DS-2019 link on the Exchange Visitor Information
screen. Review and complete the Exchange Visitor Information screens, and then validate
the EV’s participation in your program.
167
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
2.11.2 List of Alerts
Below is an alphabetical listing of the Exchange Visitor Alerts, including the alert title,
description, and an explanation of the action required.
Alert Type
3-Month Redesignation
alert
(See Volume I for details on
the redesignation process.)
6-Month Redesignation
alert
(See Volume I for details on
the redesignation process.)
80% of Program’s
Allotment for DS-2019s
Used
(See Volume I for details on
requesting an allotment of
Forms.)
Annual Report Reminder
(30 days prior to due date)
(See Volume I for
instructions on submitting
the Annual Report.)
Child Dependent(s)
Nearing Their 21st
Birthday in 90 Days
Description
This reminder displays 3
months before the
program’s designation
authorization expires. The
alert includes the
program’s designation
expiration date.
This reminder displays 6
months before the
program’s designation
authorization expires. The
alert includes the
program’s designation
expiration date.
Note: An application for
redesignation must be
submitted in SEVIS 3
months in advance of the
expiration date.
This reminder displays
when a program has used
80% or more of its total
allotment of
Forms DS-2019. The alert
shows the number of
Forms remaining.
This reminder displays 30
days prior to the annual
report due date. It will
display for 30 days
beginning on the second
day of the month that the
report is due to DoS.
This reminder displays 90
days prior to a dependent
child’s 21st birthday.
Action Required
Complete the redesignation
process in SEVIS, and submit a
signed and notarized copy of the
request (Form DS-3036) to DoS.
Complete the redesignation
process in SEVIS, and submit a
signed and notarized copy of the
request (Form DS-3036) to DoS.
Note: An application for
redesignation must be submitted
in SEVIS 3 months in advance of
the expiration date
Complete the allotment request
in SEVIS.
Generate and print the report
using SEVIS. Submit the report
to DoS each year by the date
stipulated on the program’s
designation or redesignation
letter.
An RO or ARO may notify the
EV to take appropriate action,
such as request change of status
for the dependent, or have the
168
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Alert Type
Exchange Visitor(s) 15
Days Beyond Effective
Date of Transfer
Exchange Visitor(s) 15
Days Beyond Program
Start Date
Exchange Visitor(s) 15
Days Beyond Program
Start Date With Approved
Change of Status
Exchange Visitor(s) 25
Days Beyond Effective
Date of Transfer
Description
Action Required
dependent prepare to leave the
United States.
This reminder displays for Validate the transfer EV’s
the receiving sponsor when program participation; otherwise,
the EV’s status is
the system will automatically set
Transferred and the current the status of the EV and
date is greater than or
dependents, if any, to No Show
equal to 15 days after the
30 days after the effective date of
transfer identified in SEVIS.
effective date of transfer
identified in SEVIS.
See the Transferred Status
Exchange Visitors and
Dependents list or the Exchange
Visitor Information screen to
view the effective date of
transfer.
This reminder displays
An RO or ARO may set the EV’s
only when an EV record
status to Active (if the EV
has a status of Initial, and it reports, validate his or her
is 15 days or more after the program participation), No
EV’s program begin date
Show, or Invalid. In addition,
identified in SEVIS.
the RO or ARO may amend the
program start date and/or end
date if it is known that the EV
will be arriving at a later date.
This reminder displays
An RO or ARO may set the EV’s
only when an EV record
status to Active (if the EV
has a status of Initial, and it reports, validate his or her
is 15 days after the change program participation), No
of status request was
Show, or Invalid. In addition,
approved.
the RO or ARO may amend the
program start date and/or end
date if it is known that the EV
will be arriving at a later date.
This reminder displays for Validate the transfer EV’s
the receiving sponsor when program participation; otherwise,
the EV’s status is
the system will automatically set
Transferred and the current the status of the EV and
dependents, if any, to No Show
date is 25 days or more
after the effective date of
30 days after the effective date of
transfer identified in
transfer identified in SEVIS. See
SEVIS.
the Transferred Status Exchange
Visitors and Dependents list or
the Exchange Visitor
169
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Alert Type
Description
Exchange Visitor(s)
Nearing the Program End
Date in 60 Days
This reminder displays 60
days prior to the program
end date listed in SEVIS.
Out of Country Exchange
Visitors
This reminder displays 30
days prior to the out of
country end date for
professor and research
scholar EVs who are
currently actively
participating in their
programs outside the
United States.
Professor(s)/Research
Scholar(s) in a G-7
Program Within 90 Days of
Program End
Date
(See 22 CFR 62.20 for
additional information.)
This reminder displays for
professor and research
scholar EVs in programs
with a program serial of G7. Their status in SEVIS is
Active, their program is 5
years or more in length,
and it will end in 90 days
or less.
This reminder displays for
professor and research
scholar EVs in programs
with a program serial of G7. Their status in SEVIS is
Active, their program is 5
years or more in length,
and it will end in 180 days
or less.
Professor(s)/Research
Scholar(s) in a G-7
Program Within 180 Days
of Program End Date
(See 22 CFR 62.20 for
additional information.)
Action Required
Information screen to view the
effective date of transfer.
An RO or ARO may complete an
extension within the maximum
duration of participation or
submit a request to DoS for an
extension beyond the maximum
duration of participation. If no
action is taken by an RO or
ARO, the EV’s status will
change from Active to Inactive
the day after the program end
date identified in SEVIS.
An RO or ARO may update the
out of country end date. If no
action is taken by an RO or
ARO, the out of country reason
will be removed from the EV's
SEVIS record on the out of
country end date. The EV's
SEVIS status will remain Active
if the EV's program end date is
later than the out of country end
date.
An RO or ARO may submit a
request to DoS for an extension
beyond the maximum duration of
participation. If no action is
taken by an RO or ARO, the
EV’s status will change from
Active to Inactive the day after
the program end date identified
in SEVIS.
An RO or ARO may submit a
request to DoS for an extension
beyond the maximum duration of
participation. If no action is
taken by an RO or ARO, the
EV’s status will change from
Active to Inactive the day after
the program end date identified
in SEVIS.
170
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Alert Type
RO/ARO Users Who Have
Not Logged In to SEVIS in
30 Days
Description
This reminder displays for
all ROs and AROs who
have not logged into
SEVIS for 30 days.
Saved Record(s) not
Submitted for 15 Days
This reminder displays
when EV records are in
Draft status and the current
date is 15 days or more
past the date of the last
update in SEVIS.
2.12
Action Required
The RO or ARO must log into
SEVIS. If the RO or ARO does
not log into SEVIS for more than
45 days, his or her user ID will
be inactivated.
Complete and submit the records
in SEVIS. Otherwise, the system
will automatically delete any
records in Draft status if no
action has been taken on the
records within 45 days.
Reports
SEVIS provides the capability to generate and print a variety of reports that reflect current
SEVIS information for the data elements that are included in the report. See Volume I of this
manual for detailed instructions on generating and printing reports.
2.13
Message Board
The message board allows you to view system-wide postings. The Message Board screen
automatically displays when you log into SEVIS if there are any current message postings from
DHS and/or DoS. The Message Board screen can be accessed at any time by clicking the
Message Board link on the navigation bar. Exhibit 47: Message Board Screen, is an example
of the screen.
Exhibit 47: Message Board Screen
2.13.1
View Message Board Postings
Perform the following steps to view the details of a message board posting:
1. Click either the View link to the far right of a specific message or the View/Print All link at
the bottom of the Commands menu on the Message Board screen. The System Message
screen displays. Exhibit 48: System Message Screen, is an example of the screen.
171
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exhibit 48: System Message Screen
2. View the details of the listed message board postings. Below is a brief
description/explanation of the fields on the screen.
•
•
Posting Begin Date—The date that the message board posting begins displaying on the
message board
Posting End Date—The date that the message board posting will be removed from the
message board
Subject—A brief summary of the message board posting
•
Roles—The users to whom the message board posting applies
•
Message—The detailed message to the users
•
Attachment—Additional supporting documentation for the message board posting
•
–
Click the link to view the attachment. The attachment will open in a new browser
window.
–
To print the attachment, click File on the browser toolbar, then click Print. The Print
window displays. Ensure that the proper printer is highlighted, and click the Print
button.
–
When finished viewing and/or printing the attachment, click the Close (
the upper-right corner of the screen to close the window.
) button in
3. Click the Return button to return to the Message Board screen.
2.13.2 Print Message Board Postings
Perform the following steps to print a message board posting:
1. Choose whether just one message board posting or all current message board postings will be
printed.
172
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
To print only one message board posting, click the View link to the far right of the
applicable posting. The System Message screen displays.
•
To print all message board postings, click the View/Print All link at the bottom of the
Commands menu. The System Message screen displays.
2. Click File on the browser toolbar, then click Print. The Print window displays.
3. Ensure that the proper printer is highlighted.
4. Click the Print button.
2.14
Electronic Submission of Payment
The U.S. Department of State has entered into an agreement with the U.S. Department of
Treasury’s Financial Management Service (FMS) to participate in an electronic payment system
known as “Pay.gov.” All Exchange Visitor Program fee payments must be submitted via the
Pay.gov web site. Currently, the following requests require payment of a non-refundable fee:
• Change of Category
•
Extension Beyond the Maximum Duration of Participation
•
Reinstatement
•
Reinstatement – Update SEVIS Status
• Redesignation
Pay.gov is a secure, Government-wide financial management transaction portal managed by
FMS, and developed in cooperation with Cleveland Federal Reserve Bank and Bank of America.
The Department accepts payments from checking and savings accounts via Automated Clearing
House (ACH) at Cleveland Federal Reserve Bank and credit card collections with settlement
provided by Bank of America. The ACH is a funds transfer network that provides for interbank
clearing of electronic entries by participating financial institutions.
Your organization must identify at least two Pay.gov users to DoS to register to use the
“Exchange Visitor Program (EVP) Fee Payment” form via Pay.gov. This form is private and
exclusively for the use of J-1 designated sponsors to submit requests for services (i.e.,
redesignation, extensions, reinstatements, reinstatement – update SEVIS status, and change of
category). Please contact DoS to obtain registration information and instructions for submitting
payments electronically via Pay.gov.
Note: “ECFMG Sponsorship” and “Permission to Issue” requests are not CURRENTLY
processed using SEVIS. However, fee payments for “ECFMG Sponsorship” and “Permission to
Issue” must also be made via the Pay.gov web site.
173
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
3.
OPERATING INSTRUCTIONS
3.1
Initiate Operation
Access SEVIS via the Internet using Internet Explorer Version 5.0 or higher. Also, a SEVIS
user ID and password are required to access the system.
To log into SEVIS, perform the following:
1. Access the Internet and go to the SEVIS Login screen at https://egov.ice.gov/sevis/.
2. Enter your user ID in the User Name field.
3. Enter your password in the Password field.
4. Press Enter or click the Login button.
Note: SEVIS may respond faster or slower depending on the number of users accessing SEVIS.
3.2
Maintain Operation
After 18 minutes of inactivity, a message will display informing you that your session is about to
expire. Click OK to continue working in SEVIS. If you click this button after 20 minutes of
inactivity, a message will display to inform you that your session has expired. Click OK to
display the SEVIS Login screen. Any unsaved data will be lost.
3.3
Terminate and Restart Operations
The Logout link on the navigation bar is used to log off SEVIS at any time. To close the
browser window, click the Close ( ) button in the upper-right corner of the browser window.
Note: If SEVIS locks up, click the Close ( ) button in the upper-right corner of the browser
window and initiate operation again. You must wait 20 minutes before accessing SEVIS again.
Should there be an unscheduled termination of your SEVIS session due to external causes such
as a timeout, power failure, or a computer malfunction, repeat the login procedures described in
Section 3.1, Initiate Operation.
SEVIS user IDs and passwords are suspended after three unsuccessful login attempts. Call the
SEVIS Help Desk at 800-892-4829 to have access to SEVIS reinstated.
4.
ERROR HANDLING
SEVIS includes automatic validation of the data entered into many fields. For example, if the
date is entered in an incorrect format, the system will prompt you to correct the error by
providing the proper format. These messages are self-explanatory and are not addressed in this
manual.
174
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
The system also includes a SEVIS Connection Error. The message reads, “Your connection to
SEVIS was unsuccessful. Please try your request again. If the error persists and you need
assistance, please contact the SEVIS Help Desk at 800-892-4829.”
You will be redirected to the SEVIS Login screen. When returned to the SEVIS Login screen, log
into the system and continue working. If the message displays again, contact the SEVIS Help
Desk.
5.
HELP FACILITIES
To report SEVIS-related issues or problems, contact the SEVIS Help Desk at 800-892-4829
during the hours of 8 a.m. to 8 p.m. Eastern Time, Monday through Friday. Calls received
outside these hours will be recorded for response on the next business day.
175
June 24, 2011
APPENDIX A—ACRONYMS AND ABBREVIATIONS
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
ACH
ARO
CFR
CIP
COB
COC
DHS
DoS
DSO
ECFMG
EV
EVP
FMS
ICE
ID
LPR
MB
PDSO
PL
POE
RAM
RO
SEVIS
SEVP
U.S.
U.S.C.
Automated Clearing House
Alternate Responsible Officer
Code of Federal Regulations
Classification of Instructional Programs
Country of Birth
Country of Citizenship
U.S. Department of Homeland Security
U.S. Department of State
Designated School Official
Educational Commission for Foreign Medical Graduates
Exchange Visitor
Exchange Visitor Program
U.S. Department of Treasury’s Financial Management Service
U.S. Immigration and Customs Enforcement
Identification
Legal Permanent Resident
megabyte
Principal Designated School Official
Public Law
Port of Entry
random access memory
Responsible Officer
Student and Exchange Visitor Information System
Student and Exchange Visitor Program
United States
United States Code
A–1
June 24, 2011
APPENDIX B—DOWNLOAD THE LATEST VERSION OF ADOBE
READER
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
SEVIS enables you to print Forms, such as the Form DS-2019, to a designated printer through
Adobe Reader. Perform the following steps to download the latest version of Adobe Reader:
1. Click the Get Plug-Ins link on the SEVIS navigation bar. The SEVIS Plug-Ins screen will
display.
2. Click the Adobe Reader button. A message will display indicating that you are leaving
SEVIS.
3. Click OK and the Adobe Reader web page (http://get.adobe.com/reader/) will display in a
new browser window.
4. Follow the instructions on the Adobe Reader web page to install the Adobe Reader.
B–1
June 24, 2011
APPENDIX C—DOWNLOAD THE LATEST VERSION OF ADOBE FLASH
PLAYER
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
In order to view the tutorial, Adobe Flash Player must be installed on the computer being used.
Perform the following steps to download the latest version of Adobe Flash Player:
1. Click the Get Plug-Ins link on the SEVIS navigation bar. The SEVIS Plug-Ins screen will
display.
2. Click the Adobe Flash button. A message will display indicating that you are leaving
SEVIS.
3. Click OK and the Adobe Flash Player web page (http://get.adobe.com/flashplayer/) will
display in a new browser window.
4. Follow the instructions on the Adobe Flash Player web page to download the Flash Player.
C–1
June 24, 2011
APPENDIX D—STATUS VALUES FOR EXCHANGE VISITORS AND
DEPENDENTS
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Status Values for Exchange Visitors and Dependents
Below is an explanation of each status that EVs and their dependents may have in SEVIS.
• Saved/Draft—EV and/or dependent records that have been saved, but not submitted to
the SEVIS database. These records are considered Draft records. An RO or ARO may
review, edit, and submit a saved/draft record to SEVIS.
•
Initial—EV and/or dependent records that have been created and submitted to SEVIS
(saved to the SEVIS database), but the EV’s program has not been validated by the
program sponsor.
–
•
Has actually arrived at the site of activity in the United States identified by the
program sponsor
– Is participating in his or her exchange program
Note: Failure to validate an EV’s participation within 30 days of the program start date
listed in SEVIS will result in cancelation of the EV’s record in SEVIS, as stipulated in
the Exchange Visitor Program regulations (22 CFR 62).
Active—The sponsor has validated an EV’s participation in his or her program (by
entering the current U.S. address for the EV). The current U.S. address is the location
where the EV will live while participating in his or her program. The current U.S.
address is collected in SEVIS but does not print on the Form DS-2019. When the
Form DS-2019 is printed from SEVIS, the address of the primary site of activity entered
in SEVIS for the EV will print on the Form.
Following the validation of the EV in SEVIS, the EV is considered to be in Active or
valid program status.
Note: An RO or ARO may use the Correct Minor or Technical Infraction process to
change an EV from Inactive status to Active status if today’s date is not greater than 120
days since the EV’s status changed to Inactive. This option should only be used when
the EV is currently in the United States and is pursuing or intending to pursue his or her
original program objective. When today’s date is greater than 120 days and less than 270
days after the EV’s status changed to Inactive, the RO or ARO must submit a
reinstatement request to DoS for review and approval (22 CFR 62.45). Reinstatement to
Valid Program Status cannot occur when the current date is greater than 270 days after
the EV’s status changed to Inactive.
•
Terminated—In SEVIS, the program sponsor has terminated the EV’s participation;
termination implies a change from Active or valid program status prior to program
completion. Termination has an adverse, or negative, effect on the EV’s record and on
the record of each dependent of the EV. Terminated EVs have no benefits and cannot
apply for an extension, reinstatement, or change of category.
Note: Dependent records are automatically terminated when the EV’s participation is
terminated. Also, an RO or ARO may terminate the status of a dependent prior to the end
of the EV’s program for reasons such as the conviction of a crime or violation of the
Exchange Visitor Program regulations.
D–1
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
•
•
Transferred (SEVIS to SEVIS)—The EV has transferred between two program
sponsors authorized access to SEVIS.
Note: If a program is expecting to receive a transfer EV from another SEVIS program,
this EV’s name will display on the All Exchange Visitors and Dependents list with the
status of Transferred once the effective date of the transfer is reached. The EV’s name
will also display on the Transferred Status Exchange Visitors and Dependents list. To
view this list, click the EV Lists link to the right of the appropriate program on the
Listing of Programs screen, the first screen that displays when logged into SEVIS. Then
select the appropriate link on the Exchange Visitors and Dependents Menu screen.
Transferred to a Non-SEVIS Sponsor—The ability to transfer EVs to a non-SEVIS
program is no longer available. However, there may be EVs who will always have this
status; they transferred prior to the date mandated for enrollment of all Exchange Visitor
Programs in SEVIS.
Inactive—An EV and/or dependent can become Inactive (out of valid program status)
for the following reasons:
–
The EV completes his or her program as scheduled—Form DS-2019 expires. (The
EV’s name will display on the Inactive Status Exchange Visitors and Dependents list
the day after the program end date.)
–
The RO or ARO ends the program of an EV (for example, the EV completes his or
her program early, or withdraws from the program). The status of the EV’s
dependents will also be set to Inactive on the effective date of completion entered by
the RO or ARO.
–
The RO or ARO ends the status of the spouse or dependent because the
accompanying spouse got divorced from the EV, or the spouse and/or dependent
died.
–
•
The dependent’s status is automatically ended in SEVIS on the day the dependent
turns 21 years of age.
Note: When dependents have the same SEVIS status as the EV, their status will
automatically be set to Inactive when the EV’s SEVIS status is set to Inactive.
Invalid—An EV’s status is Invalid when:
–
•
He or she does not enter the United States through a port of entry within 30 days of
the program start date identified in SEVIS.
– An RO or ARO sets the EV’s record to Invalid status.
Note: Dependent records are automatically set to Invalid when the EV’s SEVIS status is
set to Invalid.
No Show—The EV’s program participation has not been validated in SEVIS.
–
It is 30 days after the program start date listed on the Form DS-2019 that was issued
to an EV to begin a new program and the EV has entered the United States through a
port of entry but has not been validated in SEVIS.
D–2
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
–
In a transfer situation, the EV has not been validated in SEVIS 30 days after the
effective date of transfer identified in SEVIS.
–
The RO or ARO changed the EV’s status from Initial to No Show or from
Transferred to No Show.
–
When a dependent is in Initial status, an RO or ARO may set the dependent’s status
to No Show.
Note: Dependent records are automatically set to No Show when the EV’s record is set
to No Show.
D–3
June 24, 2011
APPENDIX E—EXCHANGE VISITOR CATEGORIES
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
Exchange Visitor Categories
Below is a brief explanation for each of the fifteen exchange visitor categories.
• Alien Physician—The Educational Commission for Foreign Medical Graduates
(ECFMG) is the only sponsor authorized to use this category.
This category (22 CFR 62.27) is for foreign physicians pursuing American medical board
certification through graduate education or training at accredited U.S. schools of
medicine, or other U.S. institutions, through a Clinical Exchange Program.
All foreign physicians in this category must successfully complete ECFMG-administered
examinations that measure their command of the medical sciences. All foreign
physicians are subject to the Two-Year Home Country Physical Presence Requirement as
stipulated in Section 212(e) of the Immigration and Nationality Act and Public
Law 94-484.
Note: The J visa does not provide for programs with hands-on or direct-patient contact,
such as veterinarian, dental, or nursing training.
•
The maximum duration of participation for the Alien Physician category shall not exceed
7 years. Extensions may be submitted to DoS for approval.
Au Pair—The Au Pair Program (22 CFR 62.31) is designed to give foreign nationals the
opportunity to live with an American host family and participate directly in the home life
of that family while providing limited child-care services. The au pair participant is also
required to enroll in an accredited U.S. post-secondary educational institution for not less
than 6 hours of academic credit or its equivalent.
The EduCare Program component of this category limits work hours to 30 hours per
week, and requires 12 hours of academic credit or its equivalent.
•
The maximum duration of participation for this program shall not exceed 1 year.
Extensions may be submitted to DoS for approval.
Camp Counselor—The Camp Counselor Program (22 CFR 62.30) facilitates the entry
of foreign nationals to serve as counselors in U.S. summer camps.
Under no circumstances shall program sponsors facilitate the entry into the United States
of a participant for whom a camp placement has not been pre-arranged.
•
The maximum duration of participation for this program shall not exceed 4 months. No
extensions will be permitted.
Government Visitor—This category (22 CFR 62.29) is reserved for use by Federal,
State, or local Government agencies.
Participation in this category is for participants who are recognized as influential or
distinguished persons, and who are selected by a Federal, State, or local Government
agency to participate in observation tours, discussions, consultations, professional
meetings, conferences, workshops, and travel.
E–1
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
The maximum duration of participation for this category shall not exceed 18 months.
Extensions may be submitted to DoS for approval.
Intern—A separate application (Form DS-3036) must be completed for this category.
An intern (22 CFR 62.22) is a foreign national who either:
– Is currently enrolled in and pursuing studies at a degree- or certificate-granting postsecondary academic institution outside the United States
or
–
Graduated from such an institution no more than 12 months prior to his or her
exchange visitor program begin date
and who enters the United States to participate in a structured and guided work-based
internship program in his or her specific academic field.
The maximum duration of participation for this category shall not exceed 12 months.
Extensions may be submitted to DoS for approval.
•
•
•
•
Note: For program exclusions, see 22 CFR 62.22(j).
International Visitor—This category (22 CFR 62.28) is reserved for use by the U.S.
Department of State. International visitors are potential or recognized leaders in their
own countries.
The maximum duration of participation for this category shall not exceed 1 year.
Extensions may be submitted to DoS for approval.
Professor—This category (22 CFR 62.20) is for individuals who are involved primarily
in teaching, lecturing, observing, or consulting at accredited post-secondary educational
institutions, museums, libraries, or similar institutions. A professor may also conduct
research, unless disallowed by the program sponsor.
The maximum duration of participation for this category shall not exceed 60 months. If
the sponsor’s program serial is G-7, extensions may be submitted to DoS for approval.
Research Scholar—Research scholars (22 CFR 62.20) primarily conduct research,
observe, or consult in connection with a research project at research institutions,
corporate research facilities, museums, libraries, accredited post-secondary educational
institutions, or similar types of institutions. The research scholar may also teach and
lecture (unless disallowed by the program sponsor) provided that these activities are
incidental and do not extend the period of participation beyond the maximum duration.
The maximum duration of participation for this category shall not exceed 60 months. If
the sponsor’s program serial is G-7, extensions may be submitted to DoS for approval.
Short-Term Scholar—A short-term scholar (22 CFR 62.21) is a professor, research
scholar, or person with similar education or accomplishments coming to the United States
on a short-term visit to lecture, observe, consult, train, or demonstrate special skills at
research institutions, museums, libraries, accredited post-secondary educational
institutions, or similar organizations.
E–2
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
•
•
The maximum duration of participation for this category shall not exceed 6 months. No
extensions will be permitted.
Specialist—This category (22 CFR 62.26) is for experts who will exhibit specialized
knowledge or skills while in the United States. Such exchanges are primarily
non-academic and provide opportunities to increase the exchange of knowledge and ideas
between American and foreign specialists.
The maximum duration of participation for this program shall not exceed 1 year.
Extensions may be submitted to DoS for approval.
Student (College/University)—Participants in this category must be pursuing a full
course of study at accredited post-secondary educational institutions in the United States
(22 CFR 62.23). Academic training is permitted, if approved by the program sponsor,
but study must be the primary purpose of the EV’s program in the United States.
Students are eligible for participation when they are not substantially supported by
personal funds and when they meet the funding requirements outlined in
22 CFR 62.23(c)(4).
The duration of participation for college and university students is unlimited, as long as
they are enrolled full time in programs that lead to a degree. If enrolled in a non-degree
program, the duration of participation shall not exceed 24 months, including academic
training.
Student Intern (22 CFR 62.23)—The student intern is a foreign national enrolled in and
pursuing a degree at an accredited post-secondary academic institution outside the United
States and is participating in a student internship program in the United States that will
fulfill the educational objectives for his or her current degree program at his or her home
institution. Participants in this category must meet the following five criteria:
1. In addition to satisfying the general requirements set forth in 22 CFR 62.10(a), the
student intern must have sufficient English language skills to function on a day-today basis in the internship environment.
2. He or she is primarily in the United States to engage in a student internship program.
3. He or she has been accepted into a student internship program at the post-secondary
accredited academic institution listed on his or her Form DS-2019.
4. The student intern is in good academic standing with the post-academic institution
outside the United States from which he or she is enrolled in and pursuing a degree.
5. The student intern will return to the academic program and fulfill and obtain a degree
from such academic institution after completion of the student internship program.
•
The maximum duration of participation for student interns shall not exceed 12 months.
No extensions will be permitted.
Student, Secondary School (High School)—This subcategory affords students an
opportunity to study in an accredited U.S. secondary school while living with an
American host family (22 CFR 62.25). Participants in this category must meet the
following three requirements:
E–3
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
1. Secondary students who have not completed more than 11 years of primary and
secondary schooling, excluding kindergarten, in their home country
2. At least 15 but not more than 18 1/2 years of age on the date the student will begin
his or her program
3. Without previous participation as an EV for high school studies in the United States
Factors such as English language proficiency, maturity, character, and scholastic aptitude
are critical.
•
•
The maximum duration of participation for secondary school students (high school
students) is a minimum of 1 academic semester and a maximum of 1 academic year. No
extensions will be permitted.
Summer Work/Travel—This program (22 CFR 62.32) is designed to provide foreign
post-secondary students the opportunity to work and travel in the United States for a
4-month period during summer vacations.
The maximum duration of participation for this program shall not exceed 4 months. No
extensions will be permitted.
Teacher—This category (22 CFR 62.24) is for individuals teaching full-time in an
accredited primary or secondary educational institution. A participant in this category
must satisfy all of the following:
1. Meet the qualifications for teaching in primary or secondary schools in his or her
home country
2. Satisfy the standards of the U.S. state in which he or she will teach
3. Have a minimum of 3 years of teaching or related professional experience
Copies of the approval letters obtained from the State Department of Education for each
state in which foreign teachers will be placed must be submitted to DoS with this
application.
•
The maximum duration of participation for this category shall not exceed 3 years.
Extensions may be submitted to DoS for approval.
Trainee—A trainee (22 CFR 62.22) is a foreign national who has either:
–
A degree or professional certificate from a post-secondary academic institution
outside the United States and at least 1 year of prior related work experience in his or
her occupational field in his or her home country
or
–
Five years of work experience in his or her occupational field and who enters the
United States to participate in a structured and guided work-based training program in
his or her specific occupational field.
Although training often occurs in a workplace setting, the training must be bona fide, and
not merely employment. A generic training plan for each requested training occupational
category and duration of training being offered must be submitted with the application for
E–4
June 24, 2011
User Manual for Exchange Visitor Program Sponsor Users
(RO/ARO) of SEVIS Version 6.8: Volume II Form DS-2019
designation. Designated program sponsors are required to ensure that individualized
Trainee/Internship Placement Plans (Form DS-7002) are prepared for selected trainees
and forwarded to them prior to entry into the United States.
Sponsors must also ensure continuous supervision and periodic evaluations are
completed.
Program Exclusions: Refer to 22 CFR 62.22(j) for program exclusions.
Maximum Duration of Participation: Refer to 22 CFR 62.22(k) for the maximum
duration or participation permitted for the Trainee category.
E–5
June 24, 2011
ATTACHMENT A—RESOURCES
Resources
The following are additional resources to assist with the administration of your U.S. Department
of State designated-exchange visitor program.
EXCHANGE VISITOR PROGRAM (J-VISA)
Visit the U.S. Department of State’s website: http://exchanges.state.gov/jexchanges/
To obtain administrative guidance on the Exchange Visitor Program, the Exchange Visitor
Program regulations (22 CFR Part 62), or program or exchange visitor issues or concerns,
contact the Office of Designation, Private Sector Exchanges, Bureau of Educational and
Cultural Affairs, Department of State:
Academic and Government Programs Division
Office of Designation
Academic and Government Programs Division
Bureau of Educational and Cultural Affairs
U.S. Department of State
SA-5 5th Floor
2200 C Street, NW
Washington, DC 20522-0505
Phone: 202-632-9310
Fax: 202-632-2701
Responsible for the administration and oversight of the following categories:
• Government Visitor
•
International Visitor
•
Professor
•
Research Scholar
•
Short-Term Scholar
•
Specialist
•
Student: College/University
Private Sector Programs Division
Office of Designation
Private Sector Programs Division
Bureau of Educational and Cultural Affairs
U.S. Department of State
SA-5 5th Floor
2200 C Street, NW
Washington, DC 20522-0505
Phone: 202-632-2805
Fax: 202-632-2701
Responsible for the administration and oversight of the following categories:
1
April 8, 2011
Resources
•
Alien Physician
•
Au Pair
•
Camp Counselor
•
Intern
•
Student: Secondary School (High School)
•
Summer Work/Travel
•
Teacher
•
Trainee
STUDENT AND EXCHANGE VISITOR INFORMATION SYSTEM (SEVIS)
•
SEVIS Security Concerns: For system security and data integrity issues, contact the
DHS Help Desk at 888-347-7762, 24 hours a day, 7 days a week.
•
SEVIS Technical Issues: For system functionality issues, contact the SEVIS Help Desk
at 800-892-4829, 8 a.m. to 8 p.m. Eastern Time, Monday through Friday. The SEVIS
Help Desk is available to address SEVIS concerns or questions other than security.
•
SEVP Web Site: http://www.ice.gov/sevis/index.htm/. It is recommended that you visit
this site often to stay informed regarding events affecting SEVIS.
•
SEVIS I-901 Fee Web Site: http://www.ice.gov/sevis/i901/index.htm
•
Online Help is available by clicking the Help link on the navigation bar when logged
into the SEVIS application. The Online Help is updated every release.
•
User Manuals are available on the Internet at:
http://exchanges.state.gov/jexchanges/sevis.html
SOCIAL SECURITY ADMINISTRATION
•
Main page: Social Security OnLine: http://www.ssa.gov/
•
Employer Reporting & Instruction Information: Telephone Numbers for Wage
Reporting Assistance: http://www.ssa.gov/employer/wage_reporting_specialists.htm
•
Employer Responsibilities When Hiring Foreign Workers:
http://www.socialsecurity.gov/employer/hiring.htm
U.S. DEPARTMENT OF STATE
•
Main page: http://www.state.gov/
•
Bureau of Educational and Cultural Affairs: http://exchanges.state.gov/
•
Bureau of Consular Affairs: http://www.travel.state.gov/
2
April 8, 2011
Resources
•
•
Visa Services, Public Inquiries Division:
Telephone: 202-663-1225
Fax: 202-663-3899
Internet Visa Information Sources:
–
Bureau of Consular Affairs (Visas): http://www.travel.state.gov/visa/visa_1750.html
–
National Visa Center (NVC) public: Provides general information on immigrant visa
processing and case-specific information based on the U.S. Citizenship and
Immigration Services (formerly INS) receipt number or NVC case number:
Telephone: 603-334-0700
Email: [email protected]
U.S. DEPARTMENT OF HOMELAND SECURITY
•
Main page: http://www.dhs.gov
•
U.S. Immigration and Customs Enforcement: http://www.ice.gov/index.htm
•
U.S. Citizenship and Immigration Services: http://www.uscis.gov/portal/site/uscis
•
U.S. Customs and Border Protection: http://www.cbp.gov
•
US-VISIT (U.S. Visitor and Immigrant Status Indicator Technology Program):
http://www.dhs.gov/files/programs/usv.shtm
3
April 8, 2011
ATTACHMENT B—DOS MAXIMUM AND MINIMUM
DURATION OF PARTICIPATION RULES
Department of State Maximum and Minimum Duration of Participation Rules
Category
Alien Physician
Au Pair
Camp Counselor
Government Visitor
Intern
International Visitor
Professor 2
Research Scholar 2
Short-Term Scholar
Specialist
Student:
Associate Degree Student
Bachelors Degree Student
Doctorate Degree Student
Masters Degree Student
Non-Degree Student
Student Intern
Secondary School Student
Summer Work Travel
Teacher
Trainee: 3
Flight Trainee
All Other Trainees 3
Minimum Duration
of Participation 1
3 weeks
1 year
3 weeks
3 weeks
3 weeks
N/A
3 weeks
3 weeks
N/A
3 weeks
NA
3 weeks
3 weeks
3 weeks
3 weeks
3 weeks
3 weeks
One academic semester
(5 months)
3 weeks
3 weeks
NA
3 weeks
3 weeks
Minimum Duration of
Participation for
Sponsors with Program
Serial G-1, G-2, or G-3
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
NA
N/A
N/A
N/A
N/A
N/A
N/A
One academic semester
(5 months)
N/A
N/A
NA
N/A
N/A
Maximum
Duration of
Participation
7 years
1 year
4 months
18 months
1 year
1 year
5 years
5 years
6 months
1 year
NA
N/A
N/A
N/A
N/A
2 years
1 year
1 year
Extension Beyond
Maximum Duration of
Participation is Permitted
(requires DoS approval)
Yes
Yes
No
Yes
Yes
Yes
No
No
No
Yes
NA
N/A
N/A
N/A
N/A
No
No
No
4 months
3 years
NA
24 months
18 months
No
Yes
NA
Yes
Yes
1
Section 62.8 General program requirements.
(b) Minimum duration of program. Sponsors, other than the Federal Government agencies (identified by the program serial, G-1, G-2 and G-3), shall
provide each exchange visitor, except short-term scholars, with a minimum period of participation in the United States of 3 weeks.
2
Extension beyond maximum duration of participation for professors and research scholars is only allowed if the sponsor’s program serial is G-7.
3
The maximum duration of participation for a trainee is 18 months for all occupational categories except in the occupational fields of “Agriculture,
Forestry, and Fishing” and “Hospitality and Tourism.” Training in the fields of Hospitality and Tourism are limited to a maximum of 12 months. Training in
the fields of Agriculture, Forestry, and Fishing is limited to 12 months, unless 6 months contain an academic classroom component, which allows a maximum of
18 months. The Department may limit the designation to a lesser amount of time, for example, a 6- or 12-month training program. An extension of a program
beyond the 18 months would be considered an extension beyond the maximum duration of participation and require DoS approval.
June 24, 2011